KDE GL UTILITIES FOR THECHART OF ACCOUNTS MIGRATION

Kristin Lambert – OET

KDE GL Utilities

KDE recognizes the prior chart of accounts change

(Data Integrity) placed a heavy burden on Districts to

“align” with the new standards.

KDE has charged MUNIS with creating utilitiesand program changes to assist in identifyingand changing to the new account standards.

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Utilities to Ease the TransitionKDE is providing five MUNIS utilities to easethe transition:1. Account cleanup/purging.2. Identify current chart of account

changes and provide some mass-change capabilities.

3. Improve performance of existing Account Change utility.

4. Account Description Synchronization5. Verify compliance (current and past)

with KDE chart of accounts standards.

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Account Cleanup/Purging

Why Purge Old Accounts? Reduces the number of accounts that

must be addressed through the migration process

Creates a cleaner more efficient chart of accounts

For many Districts the number of old and unused accounts comprises 10 – 25% of the accounts in their chart!

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Account Cleanup/Purging

Process: Purge Journal History transactions through

and including FY2003 (KDE web document Purge GL History MSA-3)

Purge old Budget Projections Mass delete old projects through and

including FY2003 (KDE web document Mass Create BGL-5)

Mass delete closed accounts Close fully expended projects (4 years or

older) Identify and purge accounts with no history

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Mass Delete Closed Accounts

This program purges closed accounts with no transaction history

To run Program: Financials -> General Ledger -> End of Period -> Purge GL Accounts

Allows you to select ranges of Orgs, Objects, and Projects

Must print or spool report before proceeding

Note: Limit account selection to expense objects

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Mass Delete Closed Accounts

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Utility: Identify Accounts w/No History Identifies expense accounts with no

history and produces a basic spooled report.

District uses report to manually delete accounts from their chart.

Although not required, KDE suggests running the utility and purging accounts to facilitate the migration process.

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Utility: Identify Accounts w/No History

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To run the “No GL History Utility”: Login as root “cd /fms” “ksh nohist”

Utility: Identify Accounts w/No History

Select one of two options

Takes a few minutes to process

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Utility: Identify Accts w/No History

Use this report to manually delete individual accounts under G/L Account FM.

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Utility: Identify & Post Changes (Chart of Accounts Change Utility)

Identify all changes currently proposed (object code, function, object code description, segment code description etc.)

Produce a report of active & inactive accounts requiring change and list type of change

Allow posting of selected changes in mass to alleviate manually performing changes

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Utility: Identify & Post Changes (Chart of Accounts Change Utility)

Types of changes/District requirements: Outdated objects (include extended

objects). Program: Reports outdated objects only. District

manually moves/inactivates/closes accounts. Object/Account description changes.

Program: Mass post object and account description changes.

Move object codes & accounts. Program: Reports accounts that must be moved.

District manually performs account moves.

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Utility: Identify & Post Changes (Chart of Accounts Change Utility)

Types of changes/District requirements: Segment number changes (not Org

changes) Program: Mass post segment changes

Outdated Segments Program: Reports outdated segments. District

manually moves/inactivates/closes accounts. New Objects/Segments

Program: Auto-load new objects/segments. District manually creates any new accounts.

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Utility: Identify & Post Changes

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Utility: Change GL Acct Enhancements

Enhance the Account Change function within this program to: Allow spreadsheet style interface to enter

multiple account changes prior to processing Add an “Import” function to allow Districts to

import a comma delimited file of account changes

Add an option to change account status during Account Change

Improve performance of move

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Utility: Change GL Acct Enhancements

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Utility: Change GL Acct Enhancements

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Excel/CSV Example: (Column headings for illustration only – do not put headings in your file)

Old Org Old ObjOld Project New Org New Obj

New Project

Status Code

0011075 0334 ABC1 03450011075 0420 0011075 00425Z C0002053 0330 1408 0002053 0334 1408

Utility: Change GL Acct Enhancements

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Working in Excel – Importing Changes In Excel, format the entire worksheet as text

to preserve leading zeros on the org, object and project codes.

Work with the file in Excel until all changes are made then save in Excel (xls). Once finalized save in CSV format.

Do not make any changes in the CSV file – only the Excel file and resave in CSV format. Changes made in CSV will cause leading zero’s to fall off.

Utility: Account Description Synchronization

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Two categories of changes, Object Code Description and Account Code Move, can result in accounts with what appears to be two different descriptions. 

The descriptions differ since the account description no longer matches the object code description. 

Utility: Account Description Synchronization

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Utility: Account Description Synchronization22

•Login as root•Type: “cd /fms”•Type: “ksh syncdesc”•Select L for Live Database or T for Test Database

Utility: Account Compliance

Utility has 2 options - GL Compliance and PR Account Verification.

Utility contains a list of all valid objects, valid segments, and reports discrepancies.

Utility can be run at any time by District. Invalid Objects: Reports accounts with

invalid 4 digit objects and associated extended objects

Invalid Segments: Reports accounts with invalid segments

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Utility: Account Compliance

Separate function to identify payroll records using inactive or closed accounts Employee Master Job Pay Allocation table

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Utility: Account Compliance

To run Program: Admin > Miscellaneous Admin > System Update

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Utility: GL Compliance

Obsolete Objects: Objects and accounts listed in this report should not be used in the new chart of accounts.

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Utility: GL Compliance

Obsolete Segments: Segments no longer valid in the new chart of accounts.Obsolete Segments: Segments no longer valid in the new chart of accounts.

Obsolete Segment Segment Type

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Utility: PR Account Verification

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Questions?