The Account Mapping program allows control of how benefit accounts are charged when running the Reports>Employer Distributions/USAS Integration>Employer Distributions Submission, Reports>Employer Retirement Share/USAS Integration>Employer Retirement Share Submission, and  Reports> Leave Projection Report/USAS Integration>Leave Projection Submission options.  Account Mapping can not be used with USAS Integration>Payroll Submission option. For further information regarding account charging, please see the Ohio Auditor of State's Uniform School Accounting System User Manual.  

Example: A teacher is paid through a grant. This grant allows pay for the teacher's salary. When a sick day is taken it will be charged to the sick leave account which corresponds to the salary account. This would not be correct as the grant should not have leave charged to it. Account mapping could be used in this case to charge all leave against the regular teacher's salary account.

Field Definitions

• To add additional lines, click on Insert.
  
  
• The Order option is the number in which the information should be entered and processed. When assigning order numbers, it is important to assign the more detailed accounts with lower order numbers (e.g. 1, 2, 3 ...) and the less detailed accounts a higher order number. Once an account matches a line of mapping, the account can not be charged again.

• On the left side, the Original Account field, enter the original account number. The account code may be entered using wildcards. The % symbol represents a single digit while the * represents multiple digits. For example, to specify all SCC's beginning with 90 and ending with 0, the SCC would be entered as 90%0. To specify all Functions ending with 30, enter the Function code as *30. Any account code dimensions that are left blank on the "map into account" portion of the screen will be filled with the value of that same dimension from the original account.

• On the right side, or the Mapped Account field, enter the account number to be charged. The account code may be entered using wildcards. The % symbol represents a single digit while the * represents multiple digits. For example, to specify all SCC's beginning with 90 and ending with 0, the SCC would be entered as 90%0. To specify all Functions ending with 30, enter the Function code as *30. Any account code dimensions that are left blank on the "map into account" portion of the screen will be filled with the value of that same dimension from the original account.
  
  

  NOTE** spaces are treated the same as "*" wildcards**.  Any account code dimensions that are left blank on the "map into account" portion of the screen will be filled with the value of that same dimension from the original account.

Account Mapping is used to 'reroute' accounts that board amounts are being distributed to

• Any account dimension can be changed

• 2XX objects are for Employer Distributions and Employer Retirement Share

Order of accounts in MAPPING is important

• More detail needs a lower number

• More detail is fewer wildcard entries

• Less detail needs a higher number

Used often for grant accounts

• Benefits sometimes can not be charged to these

Used often to consolidate benefit accounts

• Mapping can move multiple benefits accounts into one

Each account is only mapped once

Wildcards can be used

• Be careful of wildcards in the object codes due to various programs using the mapping entries

• Use 2XX objects for Employer Distributions and Employer Retirement Share

Account on left is “from” account

• Object code has already been changed to 2XX code for board benefit before it gets to read the “from” account mapping entries

Account on right is “to” account

• Final account used for distribution

Mapping lines are not changed by USAS programs Account Change or Fund Change 

Implementation of mapping

• First see what Employer Distributions/Employer Retirement Share are doing with accounts before mapping

• Determine what account the district wants the amounts charged to

• Add mapping lines to accomplish what districts want

• Rerun Employer Distributions/Employer Retirement Share

Create a Mapping Account Entry

1. From the Utilities menu select Account Mapping
2. Click on 
3. Enter in the Original Account and the Mapped Account too
4. Click on 'Save'

Edit Mapping Account Entry

1. Select Account Mapping 
2. Go to Account that needs changing and enter in new Mapping Account number
3. Click on 'Save'

Delete Mapping Account Entries

The 'Remove' Function is used to delete a Mapping Account Entry

1. Click on the 'Remove  option next to the desired account. 
2. Click on 'Save'

To 'Reorder' the sequence of the mapping accounts

1. Click on the option at the end of the account row.  Click and Drag to the new order line.
2. Click on 'Save'

Errors

Error saving Account Mapping. The rows at the following orders exceed the maximum dimensions: X.  Click on the at the end of the error message to remove.