Account Change
Account Change Request
Allows you to move account amounts and update transactions from one account to another. This option is currently only available for changing Expenditure and Revenue codes. Updates to accounts and transactions made through Account Change will apply only to the selected Fiscal Year and all future fiscal years.
The option to change Cash Accounts (Fund Change) will be available in the future. Options related to fund change have been added to the page, but they will produce an error if selected.
Cash Account Codes
The initial release of Cash Account Change is planned to allow changing an existing Cash Account to an account that does not currently exist. When the change occurs, the original accounts will remain on the system, but with an inactive status.
Create Account Change Request
Click on
to create your account code change.
Select the Cash Account Type from the drop-down.
Select the Starting Fiscal Year.
Enter the 'From Account.'
Enter the 'To Account' Fund & SCC. The Fund/SCC entered must not already exist in the chart of accounts.
Not Yet Available
This option to Select Account Type of Cash appears in the software, but the functionality is not yet available. If a Cash type change is entered, an error will be received when clicking "Save." This option is planned to be available soon.
Expenditure and Revenue Codes
Both the old and new accounts must exist in the chart of accounts. As these account codes are changed, the original accounts will remain on the system, but with an inactive status. User is restricted from applying a new Account Change job if an existing Account Change job is currently in progress. The error message will indicate that an Existing Account Change job is currently in progress. Any accounts included in the Account Change process, whether listed as the From Account or the To Account, will not be available for transaction processing (creating or modifying) until the Account Change process is complete.
When the account change is processed, account encumbrances, Initial budget/anticipated revenue, GAAP Initial amounts, and all related transactions will be updated. The account figures will be merged for the current FY only. This preserves the prior years' transactions and account balances for the original account, ensuring that historical reports for previous fiscal years remain accurate.
Account Synchronization
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' 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 a 009 9xxx cash account.
The 'From Account' and the 'To Account' must have the same Fund. You cannot cross funds. The old and new accounts must belong to the same cash account.
Warnings:
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.
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/Merging 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.
From the Utilities menu, select 'Account Change.'
Click on
Enter in the required information needed to create a new expenditure account.
Click on
Select either Revenue or Expenditure from the Account Type drop-down.
Select the Fiscal Year.
Enter the 'From Account.'
Accounts available will be filtered based on the type selected from the dropdown.
The From Account can be either Active or Inactive.
Enter the 'To Account' (the account you just created). The To Account must be Active.
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. You can click on
to refresh the status of the change. Once the change is finished, the status should display 'completed', and the 'From Account' will be set to an inactive status, and all corresponding transactions will point to the 'To Account'.
Collapsing/Merging an account into an existing account code
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. Both the old account you are moving the figures from and the new account must exist in the chart of accounts. 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
Select either Revenue or Expenditure from the Account Type drop-down.
Select the Fiscal Year.
Enter the 'From Account.'
Accounts available will be filtered based on the type selected from the dropdown.
The From Account can be either Active or Inactive.
Enter the 'To Account' (the account you just created). The To Account must be Active.
Click on
to start the account change process, or click on
Once all account change requests have been entered, checkmark all account change requests to be processed and click on
Search an Account Change Request
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 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.
The Type column can be used to filter for Expenditure Account, Revenue Account, or Cash Account type changes.
Edit an Account Change Request
Click on in the grid beside the account change request to edit the request. Only requests with a status of 'New' may edited.
Delete Account Change Request
Click the Delete button in the grid next to the account change request you want to delete. A confirmation box will appear asking to confirm that the account change request should be deleted. Only requests that are 'New' or 'Completed' may be deleted.
Mass Delete - Once the Cash Account Change is fully implemented, users will have the ability to mass delete, allowing them to select and delete multiple account changes at once.
Import Account Change Requests
The Import option for Account Changes allows users to import data from a spreadsheet in CSV format for expenditure or revenue accounts. All rules that apply when creating a manual account change also apply when importing account changes.
Account Change Request Criteria and Template
Please use the template spreadsheet containing the fields in the proper format.
From Account - The account the change is moving From must already exist. This field is required and should include the proper account format with hyphens.
To Account - The account the change is moving To will be created if the account does not exist. This field is required and should include the proper account format with hyphens.
Account Type - Account type can be either expenditure or revenue. This field is required.
Note - Revenue and Expenditure accounts can be included in the same csv file.
Fiscal Year - Optional field. If entered, must use 4 digit year (i.e. 2026). The fiscal year must be Open to create an account change request. If the fiscal year is not provided, USAS will create the transaction in the Current fiscal year.
Account Change Import Process
From the Utilities menu, select Account Changes.
To import a CSV file containing Account Changes, click on the Import button.
Click Choose File, locate your CSV file, and select it by double-clicking the file name.
The selected file name will be displayed, allowing you to verify that the correct file is ready to be loaded.
Click Load to process the file and post the transactions.
A message box will appear showing the number of Records Loaded and the Number of Errors.
An output file named USASLOADERR.CSV will be created containing the number of records loaded or records with errors.
NOTE: When importing Account Changes, only Errors are displayed in the import results file. This differs from manually creating an account change, where Warnings may also be shown.
The results file will include an informational message if the account specified in the request did not exist and a new account was created.
A corresponding message will also appear in the application log. after enabling info-level logging on org.ssdt_ohio.usas.model.transactionLoader.AccountChangeRequestLoader.
More Information
An optional rule (org.ssdt_ohio.usas.model.accountChange.AccountChangeRequestFiscalYear) is enabled (by default) that will provide an error message upon creation of an account change request when the prior fiscal year is open. The rule may be disabled via SYSTEM/Rules.
If the instance is restarted while an Account Change Job is in progress, the job will automatically restart after the instance has completed restarting. This event will also be recorded in the logs.