Summary

The Update Alias tool is used to update the GL Account Alias field on GL accounts in a selected set of fiscal years.

Step by Step

• Open the Update Alias window (GL> Utilities> Update Alias).
• The Fiscal Year drop-down menu is used to select the fiscal year that includes the GL accounts that will be updated. You can select up to three fiscal years to update at a time.
• Check the Override Existing Aliases toggle to replace any existing alias on the GL account with the alias generated by the Update Alias tool.
  • The Alias is set on the General tab of the Chart of Accounts Maintenance screen (GL> Maintenance> Chart of Accounts).
  • Account aliases allow users to assign a GL account to a journal entry, invoice, or purchase order line item using an alias rather than the GL account number. For example, add the alias "EXP1" to a GL account. When you want to attach the GL account to a purchase order line item, enter EXP1 instead of the GL account number and the GL account will populate on the PO line item.
  • If this toggle is not checked, only those accounts without an existing alias will be updated.
• Use the Updated Type drop-down field to select the type of alias that will be assigned to the GL accounts.
  • Select Truncated Account Number to create account aliases that are shortened versions of the full account number with no formatting or leading zeros.
  • For example:
    • GL Account number A01-236-000-153-000 would be assigned an alias of A1236153.
    • GL Account number 001-22-23-0006 would be assigned an alias of 122236.
    • GL Account number 201-02-96-0000 would be assigned an alias of 201296.
  • Truncated Account Number is currently the only alias option available in the Updated Type field.
• Click the Update button to update the account aliases.