22 Changing the Chart of Accounts Using Flexible Format

This chapter contains these topics:

• Section 22.1, "Overview"

• Section 22.2, "Changing the Flex Format"

• Section 22.3, "Updating the Account Master File"

• Section 22.4, "Updating the Account Ledger (F0911), Account Balance (F0902) and Item Balances (F1202) Files"

• Section 22.5, "Updating Additional Files"

22.1 Overview

Navigation

From General Accounting (G09), choose Organization & Account Setup

From Organization & Account Setup (G09411), choose Advanced Organization Setup

From Advanced Organization Setup (G094111), choose Flex Format - BU.Obj.Sub

JD Edwards World defines the structure of your Chart of Accounts in the Flex Format - BU.Obj.Sub program (P0907). Using this program, you can define the length of each of your account segments, as well as incorporate "meaning" into them through the use of category codes. For example, a business unit could incorporate the company number to which it belongs, as well as values from any combination of business unit category codes (up to a length of 12 characters).

In the event that your business requires a change to the existing structure, a process is in place to incorporate your changes throughout your Account Master (F0901) file, as well as update records in the Account Balance (F0902), Account Ledger (F0911) and Fixed Asset Balance (F1202) files. This process ensures that the account number structure is consistent across these files.

22.1.1 Before You Begin

Because the Chart of Accounts is central to the correct operation of JD Edwards World, there are several precautions you must take before making changes to them using the Flex format. Before you begin, do the following:

• Back up your system

• Test this procedure in an alternate environment prior to implementing in your production environment

• Verify that no users are signed into the environment and that no jobs are running or waiting to run

• Run a Trial Balance and/or Simple Balance Sheet and Income Statement and verify balances

• Run the Companies in Balance report (P097001) and correct any discrepancies

22.2 Changing the Flex Format

The account structure is made up of three data items:

• Business Unit

• Object Account

• Subsidiary

The maximum length for Business Unit is 12 characters, Object Accounts can have up to 6 characters, and Subsidiary accounts can have up to 8 characters. The account structure for each data item can be divided into segments, but the total length of the segments cannot exceed the length of the data item. For example, you could divide a business unit into two segments, one segment equal to 8 characters and a second segment equal to 4 characters, for a total of 12 characters.

Note:

Changing only the length of the Object Account is not considered a change to your flex format.

To change the flex format

On Flex Format - BU.Obj.Sub

Figure 22-1 Flex Format - BU.Obj.Sub screen

Description of "Figure 22-1 Flex Format - BU.Obj.Sub screen"

1. Complete or change the following fields, as needed:

   • B (Business Unit)

   • O (Object)

   • S (Subsidiary)

   • Description

   • Len (Length)

   • N (Alpha/Numeric)

   • Cross (Cross Reference)

2. To save your record, press Enter.

Field	Explanation
Description	A user defined name or remark. Form-specific information You can enter the segments in any order on the form.
B (Business Unit Segment Indicator)	An X in this field indicates that this segment of each G/L account number is stored as part of the JD Edwards World Business Unit field (MCU) in the database. For flex account numbers, you can define up to 6 segments, and use a total of 12 characters for the Business Unit field. If you define multiple segments for the business unit, the system concatenates them left to right in ascending order according to their assigned sequence numbers. The resulting number is right-justified in the database field.
O (Object Segment Indicator)	An X in this field indicates that this segment of each G/L account number is stored as part of the JD Edwards World Object Account field (OBJ) in the database. For flex account numbers, you can define up to three segments, and use a total of six characters for the Object field. If you define multiple segments for the object, the system concatenates them left to right in ascending order according to their assigned sequence numbers. The resulting number is left-justified in the database field.
S (Subsidiary Segment Indicator)	An X in this field indicates that this segment of each G/L account number is stored as part of the JD Edwards World Subsidiary Account field (SUB) in the database. For flex account numbers, you can define up to four segments and use a total of eight characters for the Sub field. If you define multiple segments for the subsidiary, the system concatenates them left to right in ascending order according to their assigned sequence numbers. The resulting number is left-justified in the database field.
Len (Length)	The length of the specific segment or element for the flexible chart of accounts format. The individual elements must be greater than zero and must not exceed the following number of characters: Business Unit - 12 (with separator characters) Object account - 6 (with separator characters) Subsidiary account - 8 (with separator characters) Subledger - 8 (separator characters not allowed)
A/N (Alpha/Numeric)	A code of A indicates that the field is to be an alphanumeric field. A code of N indicates that the field is defined as a numeric field.
Cross	The Cross Reference field represents the data item name in data dictionary. Data Item Cross-Ref - Business Unit A code that identifies the field in the Business Unit Master file (F0006) that relates to the flex number segment. The system uses this cross-reference to map flex account number segments to the bu.obj.sub format. Do not add, change, or delete any cross-reference fields in the user defined codes list. Data Item Cross-Ref - Account Code - Object and Subsidiary The JD Edwards World data field name from the Account Master file (F0901) which relates to the particular account format element. This item is validated against User Defined Codes 09/X2. Note: These fields are set up for mapping in the programs. Therefore, if other Account Master file fields are added to this user defined code, they will be accepted but information will not be mapped to these fields. Do not add new fields to this user defined code.

22.3 Updating the Account Master File

After you have defined your new structure, you must update your existing chart of accounts with the new flex format. Run the appropriate Refresh Index program to update your Chart of Account (F0901 file)

• Run the Refresh Index - Business Unit (P09830) if you made changes to your business unit.

• Refresh Index - Account should be run if changes are made to your Object or Subsidiary accounts. Since your account structure cannot differ between companies you must update all accounts.

These programs update the appropriate fields in the Account Master table with the flexible segments that have been mapped to the object and subsidiary in the Flexible Chart of Accounts Coding table.

Note:

If you have changed the length of your object account, these programs will not update this change to your Chart of Accounts.

22.4 Updating the Account Ledger (F0911), Account Balance (F0902) and Item Balances (F1202) Files

After you have updated the Accounts Master, run the following programs to propagate those changes:

• Run Update BU.Obj.Sub to Jrnl Entries (P09806) to update the Account Ledger (F0911) and Account Balance (F0902) files to the new format.

• Run Update Co#, BU/Obj/Sub - F1202 (P12802) to update the Item Balances File (F1202) to the new format.

22.5 Updating Additional Files

When you change your account structure, you impact many other processes. Depending on the Modules you run, you might have to review and make updates throughout your system, including:

• Automatic Accounting Instructions (AAIs)

• DREAM Writer Data Selection for reports that your business runs

• Bank account information

• Bank account for unpaid vouchers

• Supplier Master if Default Expense Accounts are used

• Customer Master if Default Revenue Accounts are used

• FASTR and STAR reports

• Item Master

• Location Tracking

• Allocations

• Business Unit Security

For a complete list of the files that you have affected by changing your account structure, inquire on the Data Dictionary item for item changed, such as OBJ for object or MCU for business unit, and press F15 to display a cross reference of files which use the data item. The Display field must contain the value F to display files.