Chart Of Accounts Mapping - Edit New GL Lines in BankBI
Customers can manage their Chart of Accounts within the BankBI Administration area. There are several changes that can be made when managing your Chart of Accounts. These include mapping new GL Lines, GL Line description changes.
To make these changes select the menu option from the Administration Area of BankBI. Data Management > Chart of Accounts Mapping
This will present the Chart of Account Mapping dashboard.
‘BankBI Chart of Accounts’ on the left and ‘Your Chart of Accounts’ on the right (pictured below).
If there are unclassified GL numbers this will be indicated in a red box on the top left under the blue menu bar ‘Chart of Account Mapping’.
When you click on the ‘Unclassified’ row (highlighted in blue), you will notice that GL codes that are unclassified are listed in ‘Your Chart of Accounts’ on the right. (see diagram below)
If you wish to make a large number of changes to Your Chart of Accounts or you wish to view it in full you can do so by clicking the downward arrow', highlighted in yellow on the right below, this will download the full Chart of Accounts as a csv. Changes can be made and re-uploaded to BankBI. Please see the File Upload article if you are unsure of how to perform this task.
If you wish to edit one or more of Your Chart of Account lines using the on screen editing facility within BankBI you can by following this process. First locate the line you wish to edit. By double clicking the line you will open the Item screen below; where a number of tasks can be performed.
Changes can be made by using the Auto Populate feature which will copy the mapping and descriptions from a similar GL Account number.
Select the closest GL match and select ‘Auto Populate’
A message will appear asking if you would like to overwrite the information in the existing GL mapping, select ‘Overwrite’.
The data has been replaced with the selection. Now you review all the fields that have been populated.
Examples of fields to be reviewed:
Is the GL number is a Balance Sheet line or an Income Statement/Profit and Loss line? If this needs to be changed simply by selecting from the drop down list pictured below.
If the line requires its signage changed from positive to negative or negative to positive it can be specified using the COA_Balance_Factor drop down below.
You can also edit or add Your GL Description.
There are also 20 GL line description fields that can be used, maintained and edited if you wish to add you own Chart of Account Structure or multiple structures.
After any changes have been made its very important to 'Save' them. If you wish to start again or cancel changes you have made without saving you can simply click 'Cancel'. If changes are not Saved they will not be retained.
You will now notice that the GL code has moved out of the ‘Unclassified’ section.
Once a change has been made it will not reflect within the BankBI reports until the next Financial Performance Generate Results has been performed. These generally take place overnight automatically. However they can be run manually by clicking on the Data Management > Generate results menu options in the Administration area of BankBI. This should be followed by clicking the button pictured below. Please note it can take up to 30 minutes for this to run and whilst running BankBI will lose some of its display functionality.