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Account Change Request
Allows you to change expenditure and revenue account codes. Both the old and the new account must exist and be active. As these account codes are changed, the original accounts will remain on the system, but with an inactive status. All associated transaction records will reflect the new account. User is restricted from applying a new Account Change job if an existing account change job is currently in progress. Error message will indicate that an Existing Account Change job is currently in progress.
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When the account change is processed, it changes all of the related transactions and merges the account figures for the current FY only. This preserves the prior years' transactions and account figures for the old account so that accurate historical reports can be run retroactively for prior fiscal years. |
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When the USPS Account Synchronization is performed, accounts that have been processed through Account Change will be updated from the previous account to the new account in the USPS Payroll Accounts. |
Restrictions:
- The 'From' account and the 'To' account's SCC must be in the same range (0000-8999) or (9xxx).If the SCC on the old account is between 0000-8999, this account belongs to a fund with a SCC of 0000 so the new account must also have a SCC between 0000-8999. Example: An 009 5000 expenditure account is part of the 009 0000 cash account. It can't be changed to an 009 9xxx cash account.
- The 'From' account and the 'To' account must have the same Fund. You cannot cross funds. The old and new account must belong to the same cash account.
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- You will be crossing appropriation boundaries. The new account is in a different appropriation account than the old account. The appropriation account balances will be adjusted to correspond to the budget account changes made.
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When filtering for a specific expenditure account or revenue account, enter "02/" before the entry of an expenditure account and "03/" before the entry of a revenue account to help with filtering. i.e. by entering 02/001-2500-5 the system will start to display your expenditure accounts with the function of 2500 and any 500 object codes. |
Collapsing an account into a new account code
If the new account you want to merge the old account into does not currently exist on the system, you must create the account first. The steps below are used to account change an existing expenditure account into a new expenditure account that doesn't currently exist.
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If the new account you want to merge the old account into does currently exist on the system, you do not need to create an account first. The Both the old account you are moving the figures from and the new account must exist and be active. The steps below are used to merge an existing expenditure account into another existing expenditure account.
- From the Utilities menu select 'Account Change'
- Click on
to create your account code change. - Select the Fiscal Year
- Enter the 'From Account'
- Enter the 'To Account' (the account you just created)
- Click on
to start the account change process or click on 
to not create the account change. The account change request will appear on the Grid with a 'New' status. - Once all account change requests have been entered, checkmark all account change requests to be processed and click on
to start the account change process. An Information message will be displayed stating the account change job has started. You can click on 
to update the status of the change. Once the change is finished, the status will change from 'in progress' to 'completed' and the 'From Account' will be set to an inactive status and all corresponding transactions will point to the 'To Account'.
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The account change requests grid allows the user to search for existing account change entries by clicking in the filter row in the grid columns and entering in the desired information. Click on any row of the search results to see a summary view of the record. The Advanced Search can be utilized by clicking on the in the upper right side of the grid.
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