How to Create an Account Map

When you click Create an account map in Account Maps, the Create an Account Map detail view is displayed in which you will need to complete two steps: In step 1 you define the properties of an account map; and, in step 2 you include charts of accounts in the account map for the trial balances that you want to combine into a master trial balance. In step 2 you also map the account codes of the included charts of accounts to master accounts in a master chart of accounts. The values of the accounts in trial balance files that you combine when you create a master trial balance will be merged and summed within the master accounts on the master trial balance according to the account code-to-master account relationships in the account map.

Defining the Properties of the Account Map

In step 1 of Create an Account Map, define the properties of the account map as follows:

1. Enter a unique name for the account map.
2. Enter a description for the account map.
3. Select the tax year for the account map.
4. Select the master chart of accounts to include in the account map. Only master charts of accounts for the tax year that you chose are available. See note below.
5. Click Next to go to Step 2 to complete the account code-to-master account mapping.

Note: The master charts of accounts that are available for selection are delivered by web service from ONESOURCE. If the appropriate master chart of accounts is not available for selection or needs to be changed, then you can create or edit one in the Master Charts of Accounts section of General Ledger Manager.

Mapping Accounts from Charts of Accounts to Master Accounts in the Master Chart of Accounts

In step 2 of Create an Account Map, do the following:

1. Click Select a chart of accounts in the Charts of Accounts grid. The Select a chart of accounts dialog is displayed.
2. In the Select a chart of accounts dialog, choose the charts to include in the account map and click OK. Include all of the charts of accounts created for the trial balance files that you want to merge into a master trial balance using this account map.

Note: The only charts of accounts that will be available for selection are those whose tax year is the same as the one you selected for the account map in step 1.

3. Map account codes from each chart of accounts included in the account map to the appropriate master account in the Master Chart of Accounts grid. You can map accounts using either of the following methods or a combination of them:

• Drag the account codes from each included chart of accounts to the appropriate master account in the master chart of accounts.
• Import a file of account code-to-master account relationships. When you import the file, General Ledger Manager will do the mapping based on the relationships in the file. The import cannot include any account codes or master account codes that are not in the chart of accounts and the master chart of accounts in the account map.

To Import a file of mapping relationships that you want General Ledger Manager to create, do the following:

1. Click Import. The Windows Explorer tool appears in which you can select the file that you want to import.
2. In the Windows Explorer tool select the .xlsx or .xls file of mapping relationships that you want to import 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 be displayed in a green ribbon at the top of the view. If the import fails, then an error message will be displayed in a red ribbon at the top of the view.

Note: .xlsx or .xls files of mapping relationships must be based on the required import template. If you need to get the template, click Download Import Template on the grid and then follow the Requirements for Template-based Imports discussed in Data Import and Export.

• Create automapping rules that will instruct General Ledger Manager to automatically map the account codes that meet the criterion of the rules to the master account to which the rule is applied in the master chart of accounts.

To create 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., do the following:

1. Click the Automapping Rules tab in the Charts of Accounts grid. A list of automapping rules, if any, is displayed.
2. Click Create in the automapping grid menu. The Create Automapping Rule dialog is displayed.
3. In the Create Automapping Rule dialog, enter the criterion of the rule and click Create. The rule that you created appears in the list of automapping rules.
4. Drag the automapping rule that you created to the master account in the master chart of accounts to which you want General Ledger Manager to automatically map all account codes that meet the criterion of the rule.

4. Click Save. General Ledger Manager returns you to the Account Maps List View where your new account map will be listed.

Discerning the Status and Mapping Relationships of Account Codes

Account codes within a chart of accounts included in an account map may be in either one of three different statuses as follows:

• Mapped account codes will appear as grayed out in a white row.
• Automapped account codes will appear in black text in a green row.
• Unmapped account codes will appear in black text in a white row.

You may use the View control next to Charts of Accounts to filter the list of account codes in the selected chart of accounts so that only mapped, unmapped, or automapped account codes display in the chart.

Furthermore, you can view the mapping relationships established for mapped and automapped codes in a tooltip that is displayed when you point your cursor at the particular code. The tooltip for mapped account codes specifies the master account in the master chart of accounts to which the account code is mapped. The tooltip for automapped codes, however, displays the rule used to automap the codes to a master account. To see which master account automapped codes are mapped to, you have to click the Automapping Rules tab and point your cursor to the applicable rule. A tooltip for the rule will then display the master account to which all account codes that meet the criterion of the rule are mapped.

Changing the Mapping of Account Codes

You can change how account codes are mapped as follows:

1. Point your cursor to the account code in the selected chart of accounts whose mapping you want to change. A tooltip displays its current mapping.

If the account code has been automapped, then the rule used to automap it displays in its tooltip, and you will need to click the Automapping tab and view the applicable rule's tooltip to find out the master account code to which the rule is currently mapping the account code.

If the account code has been manually mapped or mapped using an import file, then the master account to which it is mapped will display in its tooltip.

2. Expand the master account to which the account code is mapped, and point your cursor to the account code whose mapping you want to change. A red X is displayed next to the account code.
3. Click the red X next to the account code within the master account to undo its mapping. It is then displayed in the chart of accounts as unmapped.
4. Either leave the account code unmapped, or map it to a different master account in the master chart of accounts.

How to Create a Reporting Unit Exception

If the trial balance files that you will be combining with an account map contain certain reporting units for which you want to apply different account code-to-master account mapping than exists in the account map, you can add a reporting unit exception. When you add a reporting unit exception, the current state of the primary account map, all of its current account code-to-master account relationships, will be cloned on a tabbed exception. You can then make changes to the mapping in the tabbed exception that will only be applied to the excepted reporting unit(s) on the tab when a master trial balance is created using the account map.

To create a reporting unit exceptionA reporting unit exception is a separate section of an account map that can be used to specify alternative account/master account relationships that should be applied for specific reporting units. For example in the Primary section of the map, you can specify that account 100 from chart of accounts A should be mapped to master account 1000. This would apply to all reporting units for which a balance of account 100 in that chart is provided. However, you can set up a reporting unit exeception in the same map that specifies that any balances of account 100 for reporting unit Z should be summed instead under master account 200. When an account map is applied to combine trial balances into a master trial balance, the alternative mapping in a reporting unit exception is also be applied if source trial balances for its reporting units are present., do the following:

1. Click Add Reporting Unit Exception. The Create Reporting Unit Exception dialog is displayed in the view.
2. In the Create Reporting Unit Exception dialog, select the available reporting units that you want to make exceptions, move them into the Reporting Units for Exception column, and click Save. A reporting unit exception tab will display at the bottom of the view.
3. In the reporting unit exception tab, change the existing mapping or create new mapping that you want applied to the reporting units that you selected for exception.