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GL Account Swapper for SAGE PFW ERP
GL Account Swapper is STC's mass GL update tool for both End Users and Consultants which saves hours of tedious work. It can be used to simply “clean up” a bloated chart of accounts (containing has many inactive accounts) by combining many accounts into a couple “control” accounts. It can also be used to completely reconfigure the entire GL System. Swapper quickly accomplishes a process that is very difficult to do accurately (even with external database tools like MS Access®). It can perform two complex tasks. 1) It can Re-Segment the GL Account structure “in place” and then distribute the resulting changes throughout more than 60 files in the PFW database. 2) It can “swap” any range of General Ledger Account Numbers (including combining of multiple Accounts into one) in any or all of the files across the entire PFW accounting system which contain GL numbers. The Swapper can make one pass through the selected subsystem files and make the specified updates to the GL accounts for every transaction
/Swapper installs 5 options on the Sage PFW SM Menu
CAUTION: Chart Swapper does NOT fully support Foreign Currency
Account Segment Redefinition – The Swapper (option STC - 1a) provides a GL Account Reconfiguration Wizard which mirrors the familiar Sage PFW GL Configurator used for the initial setup of your PFW Accounting system. Users may completely change their segments (make a 4-4 to a add additional digits to existing segments It is used to map the existing segment positions to the new ones. By checking the “Generate Cross Reference File” option on the last screen and clicking the “Finish” button, Swapper will automatically build the cross reference file needed to deploy the new configuration to the PFW subsystem data files.
Once the Cross reference is built, It may be viewed or adjusted in Option STC-2 or printed out in Option STC-3. Deploying the new account configuration throughout Sage PFW data files is accomplished by running
Option STC-4 Process Account No. Changes and selecting (checking off) every available file.
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Swapping GL Account Numbers – The GL Swapper can also be used to simply “clean up” a bloated chart of accounts (containing many inactive accounts) by combining many accounts into a few “control” accounts. [Note that STC’s GL Magician Utility can also can also accomplish this consolidation/cleanup function based on activity ] The GL Swapper uses a cross-reference file to control the swapping of every GL account number. This file may be created two ways.
1) Swaps for a single account can be keyed/saved into Menu Option STC -2 Maintain New Acct X- Ref.
2) Large swaps can be more easily set-up in a 2 column (or 4 column for pre 5.2 PFW versions) spreadsheet containing Old Acct No & New Acct No. The final spreadsheet is saved as a comma-delimited file (.csv) and then imported into the Xref using Manu Option STC-1b Import New Acct Xref. A sample Import is shown below.
Final Cross Reference Spreadsheet (Pre 5.2 sample)
Old – Acct No. & Subsytem Key New Acct No. & Subsystem Key101000000DG1 / 10100000 / 101000000MG1 / 10100000
101000000SG1 / 10100100 / 101000000MG1 / 10100000
110000000DG1 / 11000000 / 110000000MG1 / 11000000
110000000SG1 / 11000100 / 110000000MG1 / 11000000
11000000DG1 / 11100000 / 111000000MG1 / 11100000
111000000SG1 / 11100100 / 111000000MG1 / 11100000
112000000SG1 / 11200100 / 112000000MG1 / 11200100
120000000DG1 / 12000000 / 120000000MG1 / 12000000
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Option STC-2 displays & allows changes to the imported X-Ref data
Old Account Numbers are edited for validity
Option 1b STC controls CSV File Import Parameters
Deploying the swapped account numbers throughout Sage PFW data files is accomplished by using Menu Option STC-4 Process Account No. Changes. This Screen allows every file with GL data in every sub-system to be checked off for processing. If time constraints exist, the GL Module and “current” files in the sub modules (e.g. AR, AP, etc) might be selected in a first “quick” pass-while the system is quiet and the “history” files done later
/A Log File identifies all files in which Accounts were updated and the number of records changed in each file
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Service Technologies has an award-winning Line of Enhancements for SAGE PFW ERP
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● Pay-Ware Payroll/ HRIS ● Import/Purge Utilities for A/P, A/R & Bank Book ● Advanced A/P Payments
● Inventory Management ● GL Maintenance ● Order Base Management ● A/R Advanced Reporting