UT-K-D  Recalc GL Chart of Accounts

Purpose of Program

Use this program to rebuild from scratch the "bucketed" amounts in the GL Chart of Accounts files (BKGLCOA and ISGLCOA) from the entries in the GL Transactions file (BKGLTRAN).  The "bucketed" amounts are those you see displayed in GL-A  View Chart of Accounts.  Generally this program is only run if the BKGLCOA file gets corrupted or incompletely posted to due to a power failure or some other cause.

You can rebuild the totals for all GL accounts or a range of selected GL accounts.

General Program Operation

MAKE A BACKUP OF BKGLCOA and BKGLTRAN FIRST.  This is a utility program that will affect many data records.  With a backup you can always restore the data if for any reason the program does not produce the desired results.

First you are asked to make sure no other user is posting transactions in GL-O and to confirm that you want to proceed.  You are given an option to print a report of Orphan transactions (see below) and then prompted for the Suspense account to move those orphaned transactions to.

You are then asked to verify the start dates for the current fiscal year, and the prior 6 years.  The program needs these dates to accurately calculate the correct beginning balances for each year.

Next, enter a from/thru range of GL accounts, or press <Enter> through both fields if you wish to include all GL accounts.  Enter your suspense account for "orphan" transactions.

Once you complete entry of the suspense account field, the program will begin processing.

Orphan Transactions

When the program encounters a transaction that no longer has an associated entry in the Chart of Accounts, it will scan through all the transactions that may exist for that account.  If any exist that are YE journal type, then the account will be presumed to have been income or expense.  If not, then the account will be presumed to have been a balance sheet account.  If balance sheet account, the transaction(s) will be moved to the suspense account specified.  If income or expense, they will be moved to the same account number but department EXP which is an expense account.  Thus if Retained Earnings is ever recalculated, the effect of the postings will be included.