Anterra Account Mapping Overview

Anterra Account Mapping Overview

Overview of account mapping

You can organize (or map) the charts of accounts into a hierarchy that can be used to create customized financial reports, widgets, and dashboards for your organization.

Rules for mapping accounts

You can map individual base accounts to levels that:

·         Don’t have anything beneath them, or

·         Already have other base accounts mapped to them.

You cannot map base accounts to:

·         Roll up to other base accounts, or

·         A level that holds account categories underneath it.

Accessing the account mapping tool

Note:
To access the account mapping tool you must be a financial administration administrator.

To access account mapping:

1.       Click Admin | Account Mapping | GL Account Mapping.

The account mapping screen displays:

            
                          

The mapped charts of accounts are on the right.

The unmapped base accounts are on the left.

Mapping a single account

To map a single account:

1.       Click Admin | Account Mapping | GL Account Mapping.
2.       Drag and drop the relevant account item on the left to the relevant category on the right of the screen.

Mapping multiple accounts

To map multiple accounts:

1.       Click Admin | Account Mapping | GL Account Mapping.
2.       Use Shift or Ctrl to select a range of accounts on the left, then drag and drop to the relevant category on the right of the screen.

If you have unmapped accounts

If you have unmapped accounts, you’ll see a yellow bell icon on the menu bar. This icon indicates that there are unmapped accounts.

      unmapped accounts alert

Adding/deleting/renaming new account sub-categories

You can organize most charts of accounts into sub-categories.

To add a new account sub-category:

1.       Click Admin | Account Mapping | GL Account Mapping.
2.       Right click on the category where you want to add a sub-category.
      mapping sub-category
3.       Enter the details of the new category and click OK.
            add nested group account
            add nested group

The new sub-category appears in the list of categories.

To delete an account sub-category:

1.       Click Admin | Account Mapping | GL Account Mapping.
2.       Right click on the category you want to delete and click Delete this account. If Delete is not present as an option it is because it still has accounts mapped to it. Click Unmap all nested account to get the Delete this account option.
3.       Click OK to confirm you want to delete.

The sub-category is deleted.

To rename an account sub-category:

1.       Click Admin | Account Mapping | GL Account Mapping.
2.       Right click on the category you want to rename and click Edit this account.
3.       Enter the new name in Description field and click OK.

The sub-category is renamed.

Anterra now supports multiple options for renaming base accounts:
1.       Automatically aligned with the Base Account description from your source ERP
2.       Overwriting the description from your source ERP
3.       Reverting back to the source ERP description
4.       Splitting Accounts as needed for different descriptions or purposes from the same Base Account number (See: Splitting Accounts below)

There are indications within the interface for each of the scenarios as shown below:



1. ERP Base Account Description

This denotes that the account description in Anterra will match that of your source system base account description.  It also means that if you change the description in your source ERP, that Anterra will automatically update to match the new base account description.  

2. Renaming/Overwriting the ERP Base Account Description

If an account is currently aligned with your source ERP base account description it will show the  icon in grey.

In order to rename the account, you would click on the  icon which will show the interface below (1).  You can then deselect the "Use Description from ERP" button (2) and rename the account in the "Description" field and select the "OK" button to complete the change (3).

        
 

Once the change is made the blue icon will appear  and you can select the "Save" button in the top right corner to commit the change.

 



3. Reverting back to the source ERP description

If an account is currently overwritten from your source ERP base account description it will show the  icon in blue.

In order to rename the account, you would click on the  icon which will show the interface below (1).  You can then select the "Use Description from ERP" button and it will automatically rename the account to the ERP base account description in the "Description" field (2).  You can then select the "OK" button to complete the change.

    
 

Once the change is made the grey icon will appear  and you can select the "Save" button in the top right corner to commit the change.



Searching for an account on the account mapping screen

To search for an account:

1.       Click Admin | Account Mapping | GL Account Mapping.
2.       Enter the name of the account you are searching for in the search bar.

search for account

            The search results are displayed highlighted in yellow.

Reordering Accounts

You can reorganize the Charts of Accounts into a different hierarchy.

To reorganize your accounts

1.       Click Admin | Account Mapping | GL Account Mapping.
2.       Do either:

·         If you can see the account you want to move and you can see the account where you want it to be moved to, drag and drop the account item to its new location.

Or

·         If you can’t see both accounts on the screen, unmap the item you want to move. The item appears in the unmapped column. Then remap it to the new location.

To reorder mapping

Under a header in the chart of accounts:

1.       Drag an item to wherever in the order you want to see it in the other reports.

Splitting Accounts

Use splitting when you want to use a base account for a different purpose.

Note:
The accounts are based on their prefix number.

Use Case 1

You want a base account to have different account descriptions in different divisions, where both items roll up to the same parent chart of accounts.

For example:

The 40000 base account description is “Income”, but:

·         It should be called “Construction Income” for the Construction Division.

·         It should be called “Electrical Income” for the Electrical Division.

·         Both items roll up to Total Revenue in the chart of accounts.

Use Case 2

You want a base account to have different account descriptions in different divisions, where both items roll up to different parent chart of accounts.

For example:

The 40000 base account description is “Income”, but:

·         It should be called “Construction Income” and roll up to the Construction Revenue category for the Construction Division.

·         It should be called “Electrical Income” and roll up to the Electrical Revenue category for the Electrical Division.

40000 base account description is “Income” but should be called “Construction Income” and roll up to Construction Revenue for the Construction Division. It should be called “Electrical Income” and roll up to Electrical Revenue for the Electrical Division.

Use Case 3

The base account has the same description, but it is mapped to a different parent rollup.

For example:

The 40000 base account description is “Income”, but:

·         It is mapped to the Construction Revenue category for the Construction Divisions and

·         It is mapped to the Electrical Revenue category for the Electrical Divisions.

To split a child account into multiple descriptions:

1.       Navigate to the account mapping screen.
2.       Right click on the account you want to split and click Split.

The Split Base Accounts Into Multiple Descriptions displays.

3.       Click Add Base Account
4.       Enter a base account name (Description). Choose a name based on the specific destination into where you want to split the account. For example: “Construction Income” Click OK them Apply
5.       Drag and drop items on the left into the new base account on the right.

The item is added to unmapped items. You can then map this (unmapped) item to a different category (see: Mapping a Single Account).

Saving your changes

Every time you make a change, you must update your reports. This can take up to 5 minutes.

To save changes

1.       When you have finished making your changes click Update Anterra.

update anterra

AnterraBI updates your changes.


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