Creating Account Period records in bulk

The General Ledger includes some utility programs that can be used to create account period records in bulk.  These programs are typically used to create the accpers for the next year as you approach the current year-end, or to allow the creation of accpers for a new division, or department.  These utility programs are discussed below.

Create New Accounting Year

The Create New Accounting Year program creates account period records for all accounts that are active status and that do not already have account period records in the specified year, division and department.  To run the program

1.  Select the General Ledger Utility menu from the General Ledger Pull-down menu.

2.  Select the Create New Accounting Year program from the General Ledger utilities menu.

3.  Accept or change the division, department, and year in which account period records should be created.

4.  Press the OK key to create the account period records.  The number of periods created for each account depends on the SYSYRPER system parameter (this is used to define the default number of periods used in the system), and the account type.  The system will create account period records for all periods from one to the default number of periods for all income statement accounts.  The system will also create a period 0 record for all balance sheet accounts (the period 0 account period records are used for moving balance sheet balances from one year to the next).

5.  Verify that the account period records were created (optional) If you would like to verify that the account period records were created successfully you can do this using the Account Inquiry program (select the appropriate year, div, dpt, account, and sub account to display the account period records for the account), or by printing an Account Description report (this report has a selection that enables you to list the period records that have been set up for each account).

Copy Accounting Year By Division, Department

The Copy Accounting Year by Division, Department program is normally used when you have more than one division or department in your general ledger structure and when the accounts that can be posted to in each division and or department are restricted.  The Copy program allows you to create account period records for a specific division, department, and year based on existing account period records.  The program is usefull when you have a limited number of account period records that you are maintaining in a specific department and you need to copy that existing structure to a new business department or from one year to the next.  An example would be a company with two departments where only the income statement accounts are posted to in the second department.  In this case, the account period records for the income statement accounts are created in department 1 and 2 but account period records for the balance sheet accounts are created only in department 1.  Once the account period record have been created for department 2 in one year, this program could be used to create department 3 account period records or to copy the current structure for department 2 from one year to the next.  To run this program

1.  Select the General Ledger Utility menu from the General Ledger Pull-down menu

2.  Select the Copy Accounting Year By Division, Department program from the General Ledger utilities menu

3.  Accept or change the from and to year, division and department as required.

4.  Press OK to create the specified account period records.  The number of periods created for each account depends on the SYSYRPER system parameter (this is used to define the default number of periods used in the system), and the account type.  The system will create account period records for all periods from one to the default number of periods for all income statement accounts.  The system will also create a period 0 record for all balance sheet accounts (this record is used for moving balance sheet balances from one year to the next).

5.  Verify that the account period records were created (optional) If you would like to verify that the account period records were created successfully you can do this using the Account Inquiry program (select the appropriate year, div, dpt, account, and sub account to display the account period records for the account), or by printing an Account Description report (this report has a selection that enables you to list the period records that have been set up for each account

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