MASS LINK ACCOUNT/ORGS

Use this screen to link valid accounts to organizations. If you have chosen not to validate accounts for organizations (see the G/L Settings screen), it is not necessary to link the organizations, as is done automatically for all existing organizations when an account is saved, or for all existing accounts when an organization is saved.

You can also link accounts and orgs in the following screens:

Maintain Accounts, Maintain Org Elements, and Maintain Account/Org Links.

If your company has more than 1,000 accounts or more than 1,000 organizations, you will not be able to use this screen (there is a limit of 1,000 rows for any table window). If this is the case, you should use one of the screens listed above instead.

You must link accounts and organizations before you can use them in any transaction or setup screen.

Note: Org security can be applied to this function. Use this optional feature to grant or remove rights for individual users to view and/or update specific organizations. In order to do so, you must first set up the necessary org security screens in Costpoint System Administration. You can then activate org security through the use of the Maintain Users and System Settings screens. For more information about org security and how to apply it, see System Administration Special Topic SA-5, "Organizational Security," and the documentation for the Organizational Security menu in Costpoint System Administration.

Accounts

When the screen is initialized, the accounts and names of all detail accounts are loaded into the table window in this group box. If your company has more than 1,000 accounts, only the first 1,000 accounts are loaded. You can move up and down in this table window in several ways: slider, search, up and down arrows, page up, and page down.

As you enter characters into the Search field, the contents of the table window scroll to the matching position in the table.

Highlight the accounts you want to link with organizations. You can select one at a time by clicking on the row. To select more than one, click the mouse and drag it down. To select multiple rows that are not consecutive, press shift while clicking on the additional rows.

Organizations

When the screen is initialized, all organizations and their names are loaded into the table window in this group box. If your company has more than 1,000 organizations, only the first 1,000 organizations are loaded.

You can move up and down in this table window in several ways:  slider, search, up and down arrows, page up, and page down.

As you enter characters into the Search field, the contents of the table window scroll to the matching position in the table.

Highlight the organizations you want to link with accounts. You can select one at a time by clicking on the row. To select more than one, click the mouse and drag it down. To select multiple rows that are not consecutive, press shift while clicking on the additional rows.

Select

After you have highlighted the accounts and organizations to be linked, select this pushbutton to link those accounts and organizations. Once you begin this process, your computer will be unavailable to you for other tasks until this process is completed.

Note: Linking accounts and organizations is a time-intensive process. The processing time can be fairly lengthy if many accounts and organizations are to be linked. The Selected Account/Organizations table is able to link and display up to 1,000 rows of data.

Deselect

Select this pushbutton to remove any highlighted rows from the Selected Accounts/ Organizations table window.

Hint: You can perform a Subquery on either the Account or Organization child table by clicking on the Subquery button after you have highlighted a row in the table. For example, if you have just performed a Subquery on the Accounts table, you must first highlight a row in the Organization table before performing the Subquery function for Organization. Once you have performed Subquery on a table, the new, more focused table will be the basis for further Subqueries.

Selected Accounts/Organizations

In this table window, you can view the linkages created when you clicked on the Select pushbutton in the most recent process.

Account, Organization

The linked account and organization codes display in these fields. If a combination was set up in error, you can highlight that row, then use the Deselect pushbutton to remove it.

Active

The active status for each row is set to "Y," unless either the organization or account is currently inactive.

FY Start and End, Pd Start and End

Leave these fields blank to indicate that the Account/Organization can be used at any time. If either the Account or the Organization selected has  start or end dates, the smallest intersection of the two will be automatically inserted into these fields when you move to a new line or save. You can edit the dates to make the intersection smaller, but you cannot make it larger.

For example:

You could then edit the dates to equal any range of dates smaller than 7/03 through 12/03, such as 10/03 to 12/03, but you could not make the range larger, as in 01/03 to 12/03.