How to Edit an Account Map

To view or edit the details of an account mapMaps that associate accounts in charts of accounts, which underly trial balance data files, to master accounts in a master chart of accounts. You must create and apply these maps to control how trial balance files are merged and summed in the creation of master trial balances. For example, you might map Petty Cash and Other Cash in a chart of accounts to the Cash master account in an account map. When trial balance files are merged to create a master trial balance, all of the Petty Cash and Other Cash accounts in the various files will be itemized and summed under Cash on the resulting master trial balance in accordance with the account map., click its name on the list in Account Maps. You can make any or all of the following changes to an account map:

Editing the Properties of an Account Map

In step 1 of the Account Map, you can change:

• The name of the account map.
• The description of the account map.
• The master chart of accounts selected for the account map.

Note: You cannot, however, change the tax year that you originally assigned to the account map.

Editing the Mapping of Account Codes to Master Account Codes

In step 2 of the Account Map, you can make the following changes:

• To map additional account codes from charts of accounts to the master chart of accounts, do the following:

1. Select them in the chart of accounts grid and then drag them to the specific master account in the master chart of accounts grid. Once they are mapped, they will be grayed out in the chart of accounts grid.
2. Click Save.

• To include additional charts of accounts in the account map, do the following:

1. Click Edit the list of included charts of accounts above the charts of accounts grid. The Select Charts of Accounts dialog is displayed in the view.
2. In the Select Charts of Accounts dialog, select one or more additional charts of accounts, if available, to include in the account map.
3. Click OK. You can map the accounts from the newly included chart of accounts to master accounts in the master chart of accounts.
4. Click Save.

• Import a .xls file of mapping relationships between account codes for an included chart of accounts and master accounts in the master chart of accounts.

1. Click Import above the charts of accounts grid. The Choose File to Upload dialog is displayed in Windows Explorer.

2. In the Choose File to Upload dialog, select the .xls file of mapping relationships that you want to import into the account map and click Open.

An attempt to import the file will be made. If the import is successful, then all of the mapping relationships will be created, and the message "Success: Imported successfully" will display in a green ribbon at the top of the view. If the import fails, then an error message will display in a red ribbon at the top of the view.

3. Click Save.

Note: .xls files of codes must be based on the required template. If you need to get the template to create a .xls file, click Download Import Template on the grid and then follow the Requirements for Template-based Imports discussed in Data Import and Export.

• To remove a chart of accounts and all of its mapping from the account map, do the following:

1. Click Edit the list of included charts of accounts above the charts of accounts grid. The Select Charts of Accounts dialog is displayed in the view.
2. In the Select Charts of Accounts dialog, deselect the chart of accounts that you no longer want to include in the map.
3. Click OK.
4. A warning message is displayed to indicate that you will permanently lose any mapping relationships between accounts in the chart that you deselected and the master accounts in the master chart of accounts in the account map as well as any related automapping rules. If you want to permanently delete the chart's mapping relationships, then click OK; otherwise, click Cancel.

Note: The removal of a chart of accounts from an account map should be done with caution since all of the related mapping of accounts to master accounts as well as any related automapping rules will be permanently deleted.

• To undo the mapping of specific accounts, do the following:

1. Locate the master account in the master chart of accounts to which the account code(s) is currently mapped. Do this by pointing your cursor at the inactive account code in the chart of accounts to view its tooltip which will either indicate the master account to which it is mapped or an automapping rule, if the account code is automapped. In the later case, you will need to take a further step to discover the master account. Click the Automapping Rules tab and point your cursor at the applicable rule. A tooltip will display for the rule that indicates the master account to which accounts that meet the rule are mapped.

2. After determining the master account to which the account code is mapped, expand the master account in the master chart of accounts.
3. Within the master account, point your cursor at the account code that you want to remove until a red X is displayed, and then click the red X to remove the account code. The account code will be removed from the master account and returned to the chart of accounts as active.
4. Click Save.

• To add, edit, or delete an automapping ruleAutomapping rules can be created in account maps to automate the mapping of account codes to master accounts in a master chart of accounts based on the characteristics of the account codes. Each rule specifiies charts of accounts in an account map and an account code criterion or characteristic. For example, chart of accounts xyz and all account codes that begin with 001 as the criterion. The rule is then mapped to a master account in the master chart of accounts just as an individual account code would be mapped. All account codes in the charts specfied in the rule that meet the rule's account code criterion will automatically be mapped to that master account. Continuing with the example, if the rule is mapped to master account 5000, then all account codes in chart xyz that begin with 001 will automatically be mapped to master account 5000. in the account map, do the following:

1. Click the Automapping Rules tab under Charts of Accounts. The tab highlights and the automapping rules list is displayed, showing any automapping rules that have been created for the account map.
2. Do one of the following, depending on the action you want to take:

• If you want to add a new automapping rule, click Create in the grid menu, and enter the details of the rule in the Create Automapping Rule dialog.
• If you want to edit an automapping rule, select the rule in the list, click Edit in the grid menu, and change the details of the rule in the Edit Automapping Rule dialog.
• If you want to delete an automapping rule(s), select the rule(s) in the list and click Delete in the grid menu. A warning message will display to indicate that the automapping rule will be deleted from the primary account map as well as any exceptions to it and that all mapping relationships created by the rule will be reversed.