Use the Account Crosswalk page to map existing account codes to new account codes when preparing for a budget year. This page allows users to define how existing account codes map to new account codes during budget extraction, supporting scenarios in which the chart of accounts is being restructured for the upcoming budget year.
Menu path
From the main navigation menu, select Budget Preparation, then Entry & Processing. From the Budget Preparation menu, select Budget Administrator. On the Budget Administrator page, select Account Crosswalk.
Load Crosswalk
Use the Load Crosswalk option to pre-populate the budgeting account crosswalk table for the upcoming fiscal year.
The intent is to seed the crosswalk as a baseline so users can then edit the mappings to redirect old account codes to new ones before running budget extraction.
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On the Account Crosswalk page, select Load Crosswalk.
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Select Yes.
Maintain data
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On the Account Crosswalk page, enter the Search Criteria to find the required crosswalk records, and then select Search.
Refer to Search for records for more information.-
To add a record, select Add new. Refer to the Field descriptions, enter valid information, and select Accept.
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To edit a record, select the record and select Accept. Update the information and select Accept.
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To delete, select the record and select Delete. Select Yes.
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To generate a report, select Print, and then select whether to sort records by the New or Old account.
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Select a Destination:
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Select File to create the report in .rpt format. The default file name is cxacctn.rpt. You can change the default file name.
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Select Screen to download the report in .pdf format. The default file name is cxacctn_<#####>.pdf.
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Select Excel to download the report in .xlsx format. Select the required Excel Options. The default file name is cxacctnrpt<####_#####>.xlsx.
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Select OK.
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Download the .rpt file from the View Files page.
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Save the .pdf or .xlsx file.
For more information about the Print option, refer to Print Reports.
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Field descriptions
The following table describes the fields on the Account Crosswalk page.
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Field |
Description |
|---|---|
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Year |
The fiscal year the crosswalk record applies to. Used to identify which budget cycle the mapping belongs to. The default is the next fiscal year (current year + 1). This field is view-only and cannot be updated after saving the record. |
|
Old Account Code |
The account code as it currently exists in the chart of accounts. This is the source code that will be translated during budget extraction. This field is view-only and cannot be updated after saving the record. |
|
New Account Code |
The account code that the old code will be mapped to in the new budget year.
|
|
New 1st Subtotal |
The new account code that serves as the first-level subtotal rollup for the new account. This field is view-only. |
|
New 2nd Subtotal |
The new account code that serves as the second-level subtotal rollup for the new account. This field is view-only. |
|
New 3rd Subtotal |
The new account code that serves as the third-level subtotal rollup for the new account. This field is view-only. |
|
New Title |
The account description/title to be used for the new account in the budget year. The default is the current account title from the chart of accounts. This field is view-only. |
Purge Crosswalk
Use the Purge Crosswalk option to permanently delete all crosswalk records for a specified year from the Account Crosswalk table.
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On the Account Crosswalk page, select Purge Crosswalk.
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Select the Purge Year.
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Select Accept.
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Select Yes, and then OK.
Important Considerations
You cannot delete an account number from the crosswalk. If you do not plan to use an account number in the next fiscal year, it needs to be crosswalked to a valid account number for that year.
For example, if you do not plan to use 622900, crosswalk it to 639900, and the account 622900 will not be set up in Budget Preparation when extracted.
The crosswalk is used during the Fiscal Year-End process, when running the Payroll Distribution option, for the Year-End process for Fixed Assets, and more. If the program does not find a number in the crosswalk, it assumes it is still needed and re-adds the number. All records can be purged if required.
After the crosswalk is updated, the Fund Accounting ledgers are ready to go through the Extract Information process. Try to keep the crosswalk as up to date as possible so that extracted records are accurate. If changes are made after the budget is extracted, then you must take steps to correct the records. Depending on where you are in the process, you may need to update the Crosswalk and Budget Preparation information.