Adding a Change List Entry

You use the New screen to create individual change list entries.

For information about creating multiple change list entries, see Adding Multiple Change List Entries or Importing Change List Entries.

To add a change list entry:

  1. Open General Ledger > Account Code Change > Account Code Change.
  2. Click New or press Insert.

    The New screen appears.

  3. In the Action section, select a type of change:
    • Change. Change an account code.

      When you change an account code, all information including account balances, history, and transactions is associated with the new account code.

    • Combine. Combine two account codes into one.

      When you combine account codes, all information from both accounts including account balances, history, and transactions is combined into a single account code.

      When creating a Combine change list entry, the first account code you specify is called the source, and the second account code you specify is called the target. The source is merged into the target, so after the accounts are combined the target account code remains but the source account code does not.

      Tip: You can combine several account codes by creating multiple Combine change list entries that have the same target account code. You cannot use this target account code as the source account code for any other change list entry in the same change list.

    • Copy. Create a copy of an existing account code.

      When you copy an account code, all information including the account master file and allocation instructions is copied to the new account code.

  4. In the Change/Combine/Copy section, enter the account code to be changed, combined, or copied.

    You can enter the account code directly. But if you don't know the code you want to change, you can select it from a list of available codes by pressing the Up and Down arrow keys or clicking the list button Image of List button. in the Account Code field.

    If you use Sage 300 Payroll and you have set up cost center overrides, be careful about changing account codes for distribution accounts that use cost center overrides. Doing so can cause serious problems, including data integrity errors and incorrect distribution of employee earnings and deductions. For more information, see About Cost Center Overrides for Payroll.

  5. In the to section, specify changes:
    • Structure Code. If you change the structure code, the display format of the new account code reflects the new account structure.

      Note: When combining codes, you cannot change the structure code.

    • Account Code. When changing or copying a code, enter the new account code. When combining codes, the account code you specify in this section is the code that will be kept after the two account codes are combined.
    • Description. This is the account code description.
  6. Click OK. The change is added to the change list.