Adding a New Location

New companies and locations resulting from acquisitions or reorganizations can be readily added to the existing system any time after the base Account/Center Master File is initialized.  The company, location, account number, and center number for each new entity should be assigned so that data can be merged properly with existing accounts when reports are prepared.  After the company, location, account number, and center number are defined, perform the following steps to load the new entity onto the system:

1.   Update the Reference File.  If a new company has been defined, a record does not exist on the Reference File for the company.  Add an entity name (category 002) record to the Reference File.  The company field should contain the appropriate code and the location field should be blank.  Then add an entity name record containing the code of the company to which the location is assigned and the location code of the new location for each new location.  A processing options (category P01) record for each new entity and a date and period (category 106) record for each new location must also be added.  In addition, you must create new records for category 107 (Master File Maintenance), 132 (Location Defaults), and 136 (Next Journal Number).

2.   Update the Account/Center Master Files (Account/Center Master File Maintenance Conversation).  Add the account records for the new entity.  The mass maintenance functions provided in the Account/Center Master File Maintenance Conversation allow for the creation of a chart of accounts for an existing entity.  This processing reduces data entry time if the chart of accounts for the new entity closely approximates a chart of accounts for an existing entity.  The entity's chart of accounts must include a retained earnings record (account type 3) defined as a balance sheet account.  A suspense account (account type 6) must also be defined for the entity.  The number assigned to this account is all nines. 

3.   Update the Budget Master File (Budget Master File Maintenance Conversation). Add budget records for the new entity.  When the budget year and sequence are determined, the mass maintenance functions provided in the Budget Master File Maintenance Conversation can be used to create Budget Master File records for the new entity.  Budget Worksheets can be printed to be used for budget amount preparation. 

4.   Update the Financial Statement Title File (Financial Statement Title File Maintenance Conversation).  Add heading and line description records for any newly-defined company, location, or center for which financial statements will be prepared.  The mass maintenance functions provided in the Financial Statement Title File Maintenance Conversation allow for the creation of financial statement titles for a new report based on the financial statement titles of an existing report.  This processing reduces data entry time if the financial statement titles for the new report closely approximate the financial statement titles for an existing report.  If necessary, modify any line description records for existing reports to include the new accounts. 

5.   Update the Responsibility Report Title File (Responsibility Report Title File Maintenance Conversation).  Add or modify the heading and line description records for the responsibility reports if required.  It may be necessary to add line description records on lower-level responsibility reports to print new accounts  at a detail level.  It may also be necessary to create new responsibility reports.  The mass maintenance functions provided in the Responsibility Report Title File Maintenance Conversation allow for the creation of responsibility report titles for a new responsibility report based on the responsibility report titles for an existing responsibility report.  This processing reduces data entry time if the responsibility report titles for the new responsibility report closely approximate the responsibility report titles for an existing responsibility report. 

6.   Update the Analysis Report Title and Specification Files (Analysis Report Title File and Specification File Maintenance Conversations).  Add or modify report definition and specification records for the analysis reports if required.  It may also be necessary to add additional analysis report specification records to the Analysis Specification File to include the new accounts on the analysis reports.  The mass maintenance functions provided in the Analysis Title File and Specification File Maintenance conversations allow for the creation of the title and specification records for new analysis reports based on the title and specification records of an existing analysis report.  This processing reduces data entry time if the title and specification records for new analysis reports closely approximate the title and specification records for an existing analysis report. 

7.   Verify title file contents.  All reports for which headings or line descriptions were altered should be prepared using the detail print option.  This check ensures that all accounts are extracted properly and appear on the correct report lines. 

8.   Verify Account/Center Master File contents.  Prepare the Account/Center Master File Listing to obtain a detailed listing of the new accounts and to verify that all accounts for the new location are in balance for all processing periods. 

9.   Verify Budget Master File contents.  Prepare the Budget Master File Listing to obtain a detailed listing of the new budget records added to the Budget Master File. 

10.        Initialize control files.  Select the initialize control files option on the GLMENU to create file control records for the new location.