The Account Build Utility program is used to create new Account Numbers/Funds in the General Ledger based on the segment information entered.  This tool can be used to quickly create general ledger accounts for a new department based on an existing department or to create a new account in every department.

Add New Accounts

NAVIGATION: UTILITIES menu > Account Build Utility

1. Account Range
   1. Select a range of accounts which should include all of the general ledger accounts in the current "fund/account" that will be used to copy/create the new funds/accounts.  Usually this will be to select the range of accounts for one fund or department.
   2. Selecting a range of accounts is required.  No accounts will be created without an accounting range.
   3. Select an existing general ledger account number for the Start Account.
   4. Select an existing general ledger account number for the End Account.
2. Current Account Matching
   1. Enter or select segment values that will be used to "find" general ledger accounts with those segment values.  This will create the Copy From set of accounts.
   2. You may enter values in more than one segment to further limit the accounts to be copied.
   3. All of the segments should NOT be filled in, only those segments that contain the values needed to find the correct copy set.
      1. EXAMPLE:  Enter a Fund or a Department/AMP to create a set of copy accounts that have those values. You may copy an entire department to create a new department this way.
      2. EXAMPLE:  Enter a main general ledger account number that you want to copy to all Funds/Departments.
3. New Account Setup
   1. In one or more of the segments, enter the new value.  
   2. The new values will be used to replace the segment information of the "found" accounts.
4. Allocation Account For Allocated Accounts
   1. Leave Code blank.
5. Modify Account Description
   1. A Description may be entered for the new accounts.
6. Press ADD ACCOUNTS to create the new accounts based on the information entered.

Examples using the Account Build Utility

1. Example 1:  To create general ledger accounts for a new department based on an existing department.
   1. Choose an existing department that contains the general ledger accounts needed for the new department.
   2. Select an Account Range that includes all of the general ledger accounts for this department.
   3. Under Current Account Matching, enter the fund and department values to create a set of copy from accounts with those values.
   4. Under New Fund Setup - Enter the new fund and department values.  These values will be used in the new accounts.
2. Example 2:  To create a new account in every department.
   1. Choose an existing general ledger account that already exists in every department the new account will be created in.  This account must be the same Account Type as the new account.  I.E. use an expense to create a new expense or use an asset to create a new asset account.
   2. Select the first account number and the last account number for the Account Range to include all account numbers.  You may select the range of accounts for one fund to only create accounts within that fund.
   3. Under Current Account Matching, enter a main general ledger account number and, if needed, a sub account value that will find one account in each department that you want to create the new account in.
   4. Under New Fund Setup, enter the new main general ledger account number and, if needed, a sub account value for the new accounts.
   5. Enter a Description for the new accounts.

Add New Account Segment Information to drop down lists

NAVIGATION: SETTINGS menu > Segment Setup

1. Select the segment that you added a new value for
2. Go to the first empty line at the end of the list
3. Enter the Code as the new segment value.  
4. Enter a Description.
5. Press SAVE.

Additional Setup Items

1. Revenue and Expense accounts will contain the Closing Account from the original account it copied.  To update Closing Accounts, see General Ledger - Update Closing Accounts 
2. Do each of the Funds have separate Accounting periods or do they share one accounting period?  A new Accounting Period may need created. See Create Accounting Periods for Next Fiscal Year 
3. If the new fund or department has a checkbook, the checkbook and a paygroup will be needed.  
4. Will a new IFC be needed?  

IFC with Payroll

If using IFC with payroll, in the Payroll module:

NAVIGATION: SETTINGS menu > Payroll Settings > General Ledger Information

1. Enter the IFC and the Payroll Liability account for the fund.
2. New Payroll wage accounts may need entered in PR Master Distribution.
3. Set up of related information could be needed in each Horizon module.

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388