Change the Company Number for a Business Unit

If your company reorganizes or acquires another business, you might need to move an existing business unit to a different company. You complete this move by changing the company number on the business unit and then updating the F0901, F0911, and F0902 tables with the new company number.

Following graphic illustrates the process of moving Business Unit 3 from Company 1 to Company 200:

Scope

This document is intended for Finance Functional users who will be responsible for changing the chart of accounts structure.

Details

Prerequisites

Back up the Business Unit Master (F0006), Account Master (F0901), Account Ledger (F0911), and Account Balances (F0902) tables.
Prior to executing the process, run the following integrity tests to verify the integrity of your existing data:

Companies in Balance (R097001) Overview of Companies in Balance Integrity Report (R097001)

Account Balance to Transactions (R09705) Overview of Account Balance to Transaction Integrity Report (R09705)

Intercompany Accounts in Balance (R097011) Overview of Intercompany Accounts in Balance Integrity Report (R097011)

Repost Program – Report Mode (R099102) Overview Repost Account Ledger Integrity Report (R099102)

NOTE: Failure to ensure the integrity of your data prior to changing a company number could result in a lengthy investigation if you subsequently run the reports and discover errors.

Process

Add a new company, if necessary.
Change the company number assigned to the business unit(s) using Revise Business Unit (P0006).
Run the integrity reports in following order:

Accounts without Business Units (R097041)

Account Balance without Account Master (R097031)

Transactions without Account Master (R097021)

This order ensures that the company number always originates from the Business Unit Master F0006 table.

Accounts without Business Units (R097041)

Overview

The Accounts without Business Units report (R097041) does the following:

The R097041 report verifies that a business unit and valid company number exist for each record in the F0901 table. The report compares the F0901 table to the F0006 and lists any discrepancies in which the account master records in the F0901 table do not have corresponding business units in the F0006 table.
The Accounts without Business Units report also identifies accounts that are missing level of detail assignments.
When run in update mode, the report also updates the company number in the F0901 table with the company number in the F0006 table.

Setup

Processing Options

Update Tab

1. Company Number Update

Enter '1' to print the discrepancies in proof mode.
Enter '2' to run the report in final mode and update the company number in F0901 table.

Data Selection

You may specify a range of Business Units or Company for better performance results.

Reviewing the Report

1* An account with a blank level of detail is identified by '*' in the Invalid LOD column on the report. Accounts should be assigned a level of detail 3-9.

2* It shows the mismatch of Company field between F0901 and F0006 for Business Unit '61006A'. The value of Company shows as '61007' in F0006 Business Unit Master table, whereas it is '61006' in F0901 Account Master table. When run in final mode, system updates the company number in the F0901 table with the company number in the F0006 table. This discrepancy would be represented by '*' in the Invalid Business Unit column.

3* An account from F0901 having the corresponding business unit missing from F0006 is also identified by '*' in the Invalid MCU column on the report. In this example, Account '910091.1110' from company '91009' has the corresponding Business Unit '910091' missing from F0006 Business Unit Master table, hence showing the F0006 Company as Blank.

Account Balance without Account Master (R097031)

Overview

The Account Balance without Account Master report (R097031) does the following:

The report compares Account Balance (F0902) records to Account Master (F0901) records and verifies that an account master number or a valid company number exists for each transaction in the F0902 table. If the account master or company number does not exist or even differs, the report prints the account balance information.
If you run the report in update mode, the system updates the company number in the F0902 table with the company number in the F0901 table.

Setup

Processing Options

Update Option Tab

1. Company Update

Enter '1' to print the discrepancies in proof mode.
Enter '2' to run the report in final mode and update the company number in F0902 table.

Data Selection

You may specify a range of Business Units or Company for better performance results.

NOTE: Correct any discrepancies identified on the R097041 Accounts without Business Units report before you run the R097031 Account Balance without Account Master report.

Reviewing the Report

1* Please note the Blank Account Number and Account Master Company from F0901 table. The F0902 table contains a record for '00092700' account id for company '00060' whereas this account does not exist in Account Master F0901 table, hence printing this discrepancy.

2* It shows the mismatch of Company field between F0901 and F0902 for all the given account numbers. The value of Company shows as '61006' in F0902 Account Balance table, whereas it is '61007' in F0901 Account Master table. When run in final mode, system updates the company number in the F0902 table with the company number in the F0901 table.

Transactions without Account Master (R097021)

Overview

The Transactions without Account Master report (R097021) does the following:

The report compares Account Ledger (F0911) records to Account Master (F0901) records and verifies that for each record in the F0911 table, an account master number or valid company number exists in the F0901 table. If the account master information or company number does not exist in the F0901 table or even differs, the report prints every account transaction from the F0911 table.
If you run the report in update mode, the system updates the company number in the F0911 table with the company number in the F0901 table.

Setup

Processing Options

Update Option Tab

1. Company Update

Enter '1' to print the discrepancies in proof mode.
Enter '2' to run the report in final mode and update the company number in F0911 table.

Data Selection

You may specify a range of Companies for better performance results.

NOTE: Correct any discrepancies that are identified on the R097031 Account Balance without Account Master report before you run the R097021 Transactions without Account Master report.

Reviewing the Report

1* It shows the mismatch of Company field between F0901 and F0911 for all the given account numbers. The value of Company shows as '61006' in F0911 Account Ledger table, whereas it is '61007' in F0901 Account Master table. When run in final mode, system updates the company number in the F0911 table with the company number in the F0901 table.

2* Please note the Blank Document Company and Account Master Company from F0901 table. The F0911 table contains records with blank Company hence printing this discrepancy.

3* You may notice the blank Account Master Company from F0901 table only. The F0911 table contains records for the given accounts whereas these account do not exist in Account Master F0901 table, hence printing this discrepancy.

Post Process

1. Run the following integrity reports again to verify that the process ran without error:

Companies in Balance (R097001) Overview of Companies in Balance Integrity Report (R097001)
Account Balance to Transactions (R09705) Overview of Account Balance to Transaction Integrity Report (R09705)
Intercompany Accounts in Balance (R097011) Overview of Intercompany Accounts in Balance Integrity Report (R097011)

2. Update any necessary Automatic Accounting Instructions (AAIs). For example, any AAI item set up for the "old" company which specifies a business unit that has been changed need to be re-aligned to the new company.

3. Add the appropriate intercompany accounts and modify the intercompany AAIs (ICH and/or ICCC), if necessary.

NOTE: The accounts most likely to require intercompany transactions will be those specified by the ICCC AAIs. Verify that intercompany settlements are deactivated in the General Accounting Constants when creating and posting the journal entries and that the accounts have a blank Posting Edit Code. After posting the intercompany entries, re-activate intercompany settlements and change the Posting Edit Codes of the accounts back to their original values. For more information on setting up AAIs, refer to Overview of Automatic Accounting Instructions (AAI) in General Accounting (P0012).

4. Verify, the Business Unit Security is correct, if necessary.

5. Change any Business Unit Category Codes, wherever appropriate.

6. Change any custom report data selection, wherever appropriate.

Frequently Asked Questions

Question 1: Are there any special instructions while moving Business Units to a Company with a different Fiscal Date Pattern?

Answer 1: Please follow all the steps mentioned above in sequence. Additionally, it would be required to do the following:

Run the Calculate Fiscal Year and Period report (R099103) How To Change Date Patterns and End Dates In EnterpriseOne (P0008, P0010, R099103) to update the correct fiscal year, period number and century for the transactions in the Account Ledger table (F0911).
Execute the Repost Program (R099102) Overview Repost Account Ledger Integrity Report (R099102) to update the amounts in the correct periods for Account Balance table (F0902).
Run the Annual Close program (R098201) Overview of Annual Close Report (R098201) for the business unit's new company for the year(s) that the business unit has data.
This one is an optional step. Run the following integrity tests again to verify the process ran without error:

Companies in Balance (R097001) Overview of Companies in Balance Integrity Report (R097001)

Account Balance to Transactions (R09705) Overview of Account Balance to Transaction Integrity Report (R09705)

Intercompany Accounts in Balance (R097011) Overview of Intercompany Accounts in Balance Integrity Report (R097011)

Question 2: A Business Unit has been moved to a different company and now both companies have started showing 'out of balance'. Why?

Answer 2: This occurs when the debits and credits for the business unit (which had the company number changed) don't net to zero. To correct this data integrity error, a manual journal entry is required between the business unit's old company and new company retained earnings accounts. Since direct entries to retained earnings accounts cannot be made, you may create subsidiary accounts beneath the existing retained earning accounts and post to them. The batch should be flagged to post out of balance, to prevent further intercompany settlement transactions from being created, which would defeat the purpose of the manual journal entry. Alternatively, you may also set the Intercompany Settlements field to '*' in the general accounting constants prior to posting the batch.

Question 3: Are there any additional steps when moving the business unit to a different company with crossing fiscal years?

Answer 3: The above mentioned process will be the same followed by running the R098201 Annual Close for both companies for each fiscal year, one after another in order to refresh the balance forward amounts. For more information on Annual Close, refer to Overview of Annual Close Report (R098201).

Question 4: The Transactions without Account Master (R097021) report does not update the Document Company (KCO) field in Account Ledger (F0911) table. Why?

Answer 4: The Company (CO) field in the F0911 is tied to the corresponding account (AID/ANI) and is the company field linked directly to the Business Unit (MCU) of the transaction. The Document Company (KCO) field in the F0911 is related to the company of the transaction. KCO does not have any correlation with either the Company or Business Unit field. KCO does not have any bearing on data integrities except to organize the F0911 entries. Changing the Company of a Business Unit has no repercussion on the value of Document Company.