Accounts may be created more quickly and easily in Sage X3 from an account with similar characteristics. Also, an entire chart of accounts may be copied from a company that has been setup previously. The copy feature will not overwrite any existing accounts in the destination, the accounts will be created in the locations where the accounts are not yet defined.
In an example of a copy that was about to go public, single accounts were required in Sage X3 with similar configurations across many companies. The source account was referenced from a larger, more complex company, accessed, modified and saved into the destination company that mirrored the originating account where the function of the account was known to be appropriate.
To begin, follow the path indicated below:
Common data > G/L accounting tables > General > Accounts
To copy a single account, select the account, enter a new account number and description. Then modify the short account code. This short account code must be unique.
In this case, the accounts receivable number 12201 was changed to 12202, the description suffix was changed from ‘new’ to ‘test’ and the shortcode was changed from ARN to ART.
The user will then click create to add the new account as seen below. Click continue on the account duplication message that will pop up.
The account will then be added to the left-hand, selection menu for reference and verification.
The next example will illustrate a full copy of a chart of accounts including the account plan from one destination to another. Begin by selecting the originating chart of accounts from the menu button marked ‘chart’ in the upper right-hand corner.
NA1 in this case.
Next, select the copy chart of accounts function from the menu button in the right-hand corner denoted by the three vertical dots and select copy chart of accounts from the dropdown box.
In the copy chart of accounts screen, the user will select the source folder (i.e. SEED in this case) and destination folder. The originating chart of accounts will show in the copy of chart field and the user must select the destination chart of accounts in the ‘to chart’ field.
Specification of a range of accounts is optional and may assist in coping a range of a class of accounts (i.e. current liabilities and certain accrual accounts).
If the user does not select a range of accounts, the entirety of the originating chart of accounts will be copied over to the destination.
In referencing the case of the company about to go public with multiple entities, the chart of accounts was created in a test folder. Once the balances and transactions were known to be as intended in the underlying systems and as referenced in the test folder on the originating chart of accounts, the chart of accounts was copied into a pilot folder to perform final test runs for the ‘go-live’ of the accounting information.
Additionally, companies may use test folders to run simulations on problem areas with copied chart of accounts from production. Once the suggested correcting actions are known to have the intended effect, the proposed solution can be reviewed, analyzed further, and implemented into the production environment.