Setting up a New Account

[lsharp]

I need to set up a whole new chart of accounts for 2010. Can I create a whole new account? And will that account still have all my vendor information and membership info?

[NeilZ]

I need to set up a whole new chart of accounts for 2010. Can I create a whole new account? And will that account still have all my vendor information and membership info?

You're actually talking about two different areas of the program:

1. Accounting area:
COA - that's in the Funds Accounting module.
Vendor - that's in Accounts Payable
2. Membership - really does not interface with either module for day to day operation and has a complete separate database.

If you want to restart accounting this is what happens:

There may come a time when you want to delete your existing accounting information and run through the Accounting Setup Assistant. It is advised to make a backup of your accounting data before proceeding with the Restart Accounting process. The following information will be deleted:

♦ All accounting transactions. Any posted, unposted, paid, or open accounting transactions are deleted.
♦ Fund Accounting Chart of Accounts.
♦ Fund Accounting budget amounts.
♦ Vendor / Customer history. Historical Accounts Payable or Accounts Receivable data is deleted.
♦ Payroll history. Historical employee data will be deleted. W2 information will not be available for current or prior years.
♦ Payroll items. All item descriptions are deleted.

The following information is not deleted when restarting accounting:

♦ Accounts Payable vendors. The account numbers that are assigned to the vendors will need to be reassigned.
♦ Accounts Receivable customers.
♦ Accounts Receivable items. The account numbers that are assigned to the items will need to be reassigned.
♦ Payroll employees.
♦ Payroll Tax Tables.

However, if all you want to do is completely change the COA, then you have much more work as it is not as easy as simply deleting accounts.

[Eden Whitehead]

However, if all you want to do is completely change the COA, then you have much more work as it is not as easy as simply deleting accounts.

Neil, can you expand on that final statement? What is the work that must be done to completely change the COA without deleting (for example) vendor history?

Thanks,
Eden

[NeilZ]

However, if all you want to do is completely change the COA, then you have much more work as it is not as easy as simply deleting accounts.

Neil, can you expand on that final statement? What is the work that must be done to completely change the COA without deleting (for example) vendor history?

Thanks,
Eden

You would need to examine the current COA, then decide what you want to keep and renumber, keep and consolidate, or close out the funds in an account (using a transfer transaction) and delete. Remember, you can't delete an account with a balance and/or transaction history, so you have to delete old data. But that can affect those accounts you may want to keep open.

If you just restarted, all you would have to do is figure out what you would need, and what numbering you want to give the accounts.

[Eden Whitehead]

Thanks for your response, Neil. Helpful, as always!

Eden