Global Updates for Organizational and Account Structure Revisions

If your company has recently expanded or merged with another company, or a management decision has been made to change financial reporting, you might need to change the company account structures in the chart of accounts. This task might involve:

Creating new business units and moving existing account detail and balances to the new business units.
Creating new object or object.subsidiary accounts under an existing or new business unit, and moving existing account detail and balances to the new object.subsidiary or business unit.object.subsidiary.
Moving existing business units from one company to another.

In addition to changing the structure of your accounts, you can also run programs that:

Change Account information such as account description or posting edit code for several accounts at one time.
Change Model/Consolidation field for Business Units.
Update Category Codes information for Business Units.

Scope

This document is intended for Finance Functional users who will be reviewing and modifying the organization and account structures.

Details

Tables Affected by Account Structure Revisions

The following general ledger tables are affected by changes to account numbers:

Account Master (F0901)
Account Ledger (F0911)
Account Balances (F0902)

NOTE: The Account ID is the key to all three of the tables. All tables contain these common fields:

Account ID.
Business Unit.
Object Account.
Subsidiary.

Prerequisite Note: Before performing any of the Account Structure Revisions:

Ensure you resolved integrity issues.
Back up F0901, F0902 and F0911 tables.

Changing a Business Unit on Multiple Accounts (P09812)

Overview of Functionality

You can change the business unit portion of the account number on many accounts at once by globally changing the business units. For example, you can change business unit 91009 to business unit 910092 for all object and object.subsidiary accounts. To change the business unit on multiple accounts, the current business unit and the future business unit must exist in the Business Unit Master (F0006) table and must belong to the same company. If they do not, the system displays the company for the old business unit and for the new one, but it does not update them.

Reviewing Global Business Unit Update Application

Run the P09812 application to change business unit for multiple accounts. Enter the number of the old business unit that you want to change and the number of the new business unit. The new business unit must exist in the F0006 table. The Global Business Unit Change interactive program (P09812) internally submits Global Business Unit Change report (R09812) which updates the F0901 table for each account. The R09812 report does not produce any output.

In the example above, all object and object.subsidiary accounts belonging to the same company will change from business unit 91009 to business unit 910092.

NOTE: Do not use the Copy Accounts to Business Units function (Work with Business Units P0006 --> Copy Accounts Form-exit) to add a new business unit since

It creates new Account Master records by copying them from one business unit to another.
It does not physically move accounts and their details and balances from one business unit to another.

NOTE: Do not delete the old business unit from the F0006 table before you run the Update BU.Obj.Sub to Journal Entry program (R09806). If the old business unit does not exist in the F0006 table, the system cannot update records that have the old business unit number.

Changing Accounts By Object Account (P09803)

Overview of Functionality

You can globally change multiple object account numbers. For example, you can change object account 1101 to 1121 across all business units in company 91009. When you globally change object account numbers, the old object account must already exist, and the new object account cannot exist in the system.

Reviewing Global Account Number Update Application

Run the P09803 application to change object accounts for one company or for all companies. If you need to change the object account for more than one company (but not all companies), you must run the P09803 program for each company. The Global Account Number Change interactive program (P09803) internally submits Global Account Number Update report (R09803) which updates the F0901 table for each account. The R09803 report does not produce any output.

In the example above, all object account numbers in company 91009 will change from 1101 to 1121.

*1 Company and Subsidiary

To update all companies and subsidiaries for a particular Object Account, leave these two fields in header as blank. If you do not specify a company or a subsidiary in these fields, the program will change all instances of the old object account in your chart of accounts to the new object account.
If you specify a company or subsidiary or both, the program will change only the object accounts for either the company or subsidiary or both the company and subsidiary.

*2 Old Object and New Object

Enter the number of the old object account that you want to change and the number of the new object account.
The new object account cannot already exist in the F0901 table.

Changing Accounts By Subsidiary (P09805)

Overview of Functionality

You can globally change a subsidiary for multiple accounts. For example, you might change the subsidiary portion of account 1110.BEAR i.e. BEAR to 2220 for data entry efficiency. This global change affects all of the companies for object account 1110 only.

When you restructure your accounts, you can change subsidiaries within a company, within an object range, or both. If you need to do this restructuring for selected companies or object account ranges, you must change the subsidiary for each company or object account range.

If you globally change a subsidiary, the old subsidiary must already exist and the new subsidiary cannot exist in the system.

Reviewing Global Subsidiary Update Application

Run the P09805 application to change Subsidiary for multiple accounts. The P09805 application internally submits Global Subsidiary Update report (R09805) which updates the F0901 table. The R09805 report does not produce any output.

In the example above, the account 1110.BEAR will change to 1110.2220. This change will only affect company 91009 and object account 1110.

*1 Company, Object From, and Object Thru

To update all companies and object accounts, leave these fields blank.
To change the subsidiary on a range of accounts, enter object account numbers for the beginning and the ending of the account range.
If you do not specify a company or an object account range in these fields, the program will change all instances of the old subsidiary in your chart of accounts to the new subsidiary.
If you specify a company, range of object accounts, or both, the program will change only the subsidiary with that company, object account range, or both.

*2 Old and New Subsidiary

Enter the number of the old subsidiary that you want to change and the number of the new subsidiary account.
The new subsidiary account cannot already exist in the F0901 table.

Running the Update BU.Obj.Sub to Journal Entry Program (R09806)

Overview of Functionality

After you change business units, object account numbers, or subsidiaries, you must update the F0911 and F0902 tables with the revised information by running the Update BU.Obj.Sub to Journal Entry program (R09806).

When an account is created, each account is assigned a unique Short Account ID. The account ID is used to maintain an audit trail of account ledger transactions and balances. When making account structure changes, you can change the business unit.object.subsidiary for an account, but you cannot change the account ID. When an account structure is changed in the Account Master table (F0901), the historical records in the F0911 and F0902 tables need to be updated using the R09806 program. The Update BU.OBJ.SUB program (R09806) uses the Short Account ID to bridge the new account structure to the historical transactional data stored in the F0911 and F0902 tables. This program compares the business unit, object, and subsidiary for each account ID in the F0911 and F0902 tables to the account master records in the F0901 table and updates the F0911 and F0902 tables, based on the F0901 table.

For example: The object account is changed in the F0901 using Change Object Accounts (P09803):

	Business Unit	Object Account	Subsidiary	Short Account ID
Before Change	91009	1110	BEAR	00349296
After Change	91009	1105	BEAR	00349296

Please note that the object account number changed, but the Short Account ID value remained constant.

Since the R09806 has not been run, F0902 and F0911 tables will reflect the original account number (and also the Short Account ID which remained constant). Since the Short Account ID remains constant, R09806 uses Short Account ID to identify prior balances and transaction detail residing in the F0902 and F0911 tables and updates them with the new object account number

Setup

Processing Options

Print Tab - Print Report

Enter '1' to print a report of the before and after image of the updated fields.
Default of blank will suppress the details.

Mode Tab - Process Mode

Enter '1' to run the report in final mode to update F0911 and F0902 records.
Default of blank will only print the F0911 and F0902 records to be updated in proof mode.

Note: The Process Mode processing option (Mode Tab) is only available in 9.0 and subsequent releases.

Data Selection

It is recommended to run the R09806 report for all companies. For example, in case of Object Account/Subsidiary revisions, it would be required to update multiple accounts pertaining to different companies. You may further specify Business Unit, Object Account or Subsidiary but please ensure to provide the latest value after revision. For example,

If a Business Unit is being revised from 91009 to 910092, specify Business Unit equal to 910092.
If an Object Account is revised from 1101 to 1121, specify Object Account equal to 1121.
If Subsidiary is revised from BEAR to 2220, specify Subsidiary equal to 2220.

Prerequisite Note:

Verify that your account numbers are correct in the chart of accounts with the right combination of Business Unit, Object and Subsidiary
Run this program during off-business hours.

Reviewing the Report

When run in detailed mode, R09806 report will print before and after image for Business Unit, Object Account, and Subsidiary fields for F0911 and F0902 files, sorted by Account ID. In the given example, it shows

*1 existing value of Business Unit 91009 for transactions in F0911 and F0902 tables getting updated to 910092.

*2 existing value of Object Account 1101 for transactions in F0911 and F0902 tables getting updated to 1121.

*3 existing value of Subsidiary BEAR for transactions in F0911 and F0902 tables getting updated to 2220.

After Completing the R09806 in Final Mode

After you run Update BU.Obj.Sub to Journal Entry program (R09806), ensure to complete following tasks:

Run and resolve these integrity reports:

Accounts without Business Units (R097041)
Account Balance without Account Master (R097031)
Transactions without Account Master (R097021)

It is important to verify that Automatic Accounting Instructions (AAIs) reflect any changes made to a business unit, object or subsidiary. AAIs use only the Account Number, not the Short Account ID, as a base of reference and must be updated manually.
Review your business unit information. If you created a new business unit, you can revise old business unit information. You can change the old business unit to be inactive or delete it. You might also want to enter the new business unit number of the old business unit as a cross-reference. You can do this in the Project Number field on the Revise Business Units - More Detail tab.
Update your reporting versions, allocations, and model journal entries, if necessary, to reflect the changes in your chart of accounts.

NOTE: Its important to note that the R09806 report only updates Account Ledger (F0911) and Account Balance (F0902) files. Any other system tables that need to be updated with the new account structure can only be updated with a database utility program with help of database administrator. There are no standard JDE applications to update these tables.

Other Global Update Programs

In addition to the global updates available for changing the structure of your accounts, the following is a list of additional global updates.

Program Name	Description	KM Document
Change Company Number on a Business Unit (R097041/R097031/R097021)	To move an existing business unit to a different company.	Change Company Number on a Business Unit (R097041/R097031/R097021)
Change Account Information (R09813)	Change Account information such as account description or posting edit code for several accounts at one time.	Change Account Information (R09813)
Update the Model/ Consolidated Field (R0006QD)	Change Model/Consolidation field for Business Units in Account Master.	Update the Model/ Consolidated Field (R0006QD)
Business Unit Global Cateogry Codes Update F0101>F0006 (R098021)	Update Category Codes information for Business Units.	Business Unit Global Cateogry Codes Update F0101>F0006 (R098021)

Frequently Asked Questions

Question 1: While changing a business unit on multiple accounts via P09812 program, will it create duplicate accounts in case an account already exists?

Answer 1: Accounts that already exist in the new business unit are not updated with the new business unit number because this action would cause duplicate accounts. For example, if you are renumbering business unit 1 to business unit 10, and account 10.1110.BEAR already exists in the F0901 table, the system does not update account 1.1110.BEAR to business unit 10.

Question 2: Can I merge two or more accounts/account ids into one account and account id?

Answer 2: Two account ids cannot be merged into one. You may consider possible workarounds:

If erroneous entries were made into a wrong account, you can delete unposted batches and post to the correct batch or, if posted you can void the batch and reenter with the proper Short Account ID (GMAID). You can then change the posting code to not allow posting for the wrong account.
One option is to create a subsidiary account with one higher level of detail falling just under the good account in the chart and transfer the erroneous account's transactions into the account with the subsidiary. After you make the change, run the R09806 report. This will update historical information on F0911 and F0902. Please note that no other files will be affected apart from these two. Any other files that need to be updated with the new account structure needs to be done via SQL with help of database administrator. This will allow Financial reporting to use rollup to see the balances.
Another option is to have your database administrator change the AID, MCU, OBJ, SUB fields on the F0911 records and then run the R099102 Repost report and delete the wrong F0902 records and make sure the F0901 confirms that the wrong account is Non-Posting. Oracle Software Support never recommends using programs like SQL to make direct updates to data within a table. Proceed with caution and use this option at your own risk. Always have a backup prior to making any type of table change.

Question 3: What could cause the R09806 to not produce any output and end in an error status when run in application releases 9.1 and 9.2?

Answer 3: One possible cause of this is that there are new fields added to F03B117 (Revenue Recognition GL Info) by ESUs JM21779 (9.1) and JN13395 (9.2). These ESUs have special instructions that result in the new fields added to F03B117. If these fields are not in the table when R09806 is run then the UBE will not finish and will go to error status.