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GL Account Alias

  • 1.  GL Account Alias

    SILVER CONTRIBUTOR
    Posted 15 days ago
    I am wanting a way to link an old COA to a new one.  Can I use Account Alias to do that?

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    Betty Hall
    Christensen Inc
    Richland WA
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    Academy - Online Interactive Learning from Experts


  • 2.  RE: GL Account Alias

    GOLD CONTRIBUTOR
    Posted 14 days ago
    Hi @Betty Hall,

    Can you clarify a bit what you mean by "link".  Is this strictly referential? Do both account still exist?

    Account Aliases are designed as a means to shorthand your account entry (i.e. instead of having to type 01-01-01-2000-14000, you could just type OPS if that's the alias in the look up window).  I personally wouldn't use them to "link" an old COA to a new account as it could be confusing if you're actually using aliases to shorthand the account entry.

    If you're looking for something strictly referential (i.e. we revamped our chart of accounts and are still learning the new version), I would recommend utilizing your User Defined fields on your account maintenance window.  You can change the label of them so instead of User Defined 1 it would read something like "Old Account Number".

    The nice thing about this is that if eventually everyone learns the new system, you can blank out the User Defined 1 with a fairly easy SQL script, reset the label description for User Defined 1, and reuse the field for other data tracking.

    Does that make sense? If you're looking for a "link" that is more than referential, I'd be happy to discuss once we have more details on the overall goal.

    Thanks,

    Samantha

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    Samantha Higdon ,CPA,CGMA
    Consultant
    Lagom, LLC
    Carmel IN
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    Academy - Online Interactive Learning from Experts


  • 3.  RE: GL Account Alias

    GPUG ALL STAR
    Posted 13 days ago
    Hi @Betty Hall

    @Samantha Higdon is spot on.   When doing implementations (New) I usually recommend during the transition that the 'old gl account number' be used in the UserDef 1 field.  You can then bring this into a SmartList they can print OR, even better is when looking UP an account they can ​​use the dropdown in the lookup window and use the 'Custom Sort' to sort by UDF 1 and then be able to use the 'Find' to find the old account to see the new account.

    The alias' are great but they MUST still be unique to each GL account and if you've merged accounts during the transition then using this would be impossible.



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    Academy - Online Interactive Learning from Experts


  • 4.  RE: GL Account Alias

    Posted 10 days ago
    Hi Betty,
    Using User-Defined 1 is definitely the better option. Please let me know if you would like some help getting it set up. Thanks!

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    Janice Phelps
    Director, Professional Services
    Blue Moon Industries
    Providence RI
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    Academy - Online Interactive Learning from Experts


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