Hi, I’ve recently changed our GL account numbers t...
# administrationn
NS User
05/31/2023, 1:10 AMHi, I’ve recently changed our GL account numbers to new 6-digit series from the previous 4-digit ones. However, our finance team is wondering if there’s a way to generate historical reports (such as BS and IS) using the old account numbers. I’m not sure if this is possible. Would you mind sharing your insights on this matter?
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Sam-I-Am
05/31/2023, 1:13 AMmost likely not possible, you can use internal id then replace with the old numbers in excel externally
👍 1
j
Jon Kears
05/31/2023, 1:21 AMyou can create a custom field on the accounts and put the old numbers in there, then write custom reports - but the system won't auto-select for you ("oh this report is for 2020, I should use the old numbering")
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kennkerp
05/31/2023, 1:31 AMThis is a textbook use-case for Accounting Contexts. Create an Accounting Context to represent the old CoA. Then users can select that Accounting Context when generating Financial Reports.
n
NS User
05/31/2023, 2:25 AMCould you please elaborate on this? Thank you.
NS User
05/31/2023, 2:27 AMThanks, Jon and Kennkerp. Could you please elaborate on this approach? Thank you
j
Jon Kears
05/31/2023, 2:48 AMCustomization | Lists, Records & Fields | Other Record Fields | New
Type would be "account". I'd set it as Free-Form text (but you could use Integer Number instead, depending on the format of your GLs)
Then upload the old code via csv to all the accounts, into this new field.
Make sure you give it an appropriate name, then your users should be able to customise it into reports (as long as you've set the appropriate permissions)
n
NS User
05/31/2023, 3:06 AMThanks a bunch for your quick response. Let's wait for Kennkerp's response as well. I want to understand these different approaches and go with the one that works for our current process.
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michoel
05/31/2023, 6:42 AMn
NS User
05/31/2023, 4:51 PMI have created a custom account field (other record field). How do I upload the old code via csv? Can you or someone please provide a step by step details on how to proceed with it? Thanks a ton in advance.
NS User
05/31/2023, 5:03 PMI don’t see the new field I created on the report customization. I am not sure I am going in the correct direction.
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Sam-I-Am
05/31/2023, 5:03 PMcreate your load file (CSV) - use account internal ID as the primary key. Now add column for your new field and fill in the right values of old acct code corresponding to internal id. Use CSV import option (update) and do an update by using the import function. Note best to have only two columns in your CSV file - acct internal id and new custom field value (old codess)
Sam-I-Am
05/31/2023, 5:03 PMyou have to make the field searchable
n
NS User
05/31/2023, 5:04 PMThank you, Sam. I already did that update.
NS User
05/31/2023, 5:04 PMLet me check if the field is searchable.
NS User
05/31/2023, 5:33 PMHow do I make it searchable?
NS User
05/31/2023, 5:33 PMI don’t see that option on the custom field
NS User
05/31/2023, 6:15 PMDo you mean to enable the “show in list” checkbox?
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Sam-I-Am
05/31/2023, 8:18 PMmessage has been deleted
n
NS User
05/31/2023, 8:29 PMThanks, Sam. I checked it is set to edit.
NS User
06/01/2023, 6:06 PMCould someone provide additional information on how to map a custom account field on financial reports? I followed Jon’s steps creating a custom field and uploading old GL number. Thank you in advance for your help.