GJIM - Account Code Changes

Account Code Changes (ACM) are used to correct charges or revenues applied to the wrong account code within a cost center, or to allocate charges or revenues between account codes within a cost center. This function is available to Financial Affairs and Treasurer's Office staff or upon special request.

The only account numbers that can be used are revenue and expenditure account codes.

How to Create an Account Code Change

Step by Step Process

1. Input "ACM" in the Command field, use an Action of A (add), input the correct fiscal year in the Effective FY field, and press Enter.
2. If appropriate, update the Dept Rep and BU fields, which default to the person creating the document. (The departmental representative field identifies the contact person for this transaction.)
3. Press PF11 to access a pop-up window that displays transactions that can be selected to change account codes. Enter the cost center in the CCC field and the year and month of the transaction in the YYMM field. You can also narrow the list of transactions by entering a category in the Category field. Press Enter.
4. Once the list is displayed, select the transaction that you want to change the account code by marking it and pressing Enter.
5. The Description field, the Effective Date field, theDate Originally Posted field, the Co Cost Center # field, the Amount field , the Account field, and the Category field will be populated with the information from the selected transaction. The Reference ID field is systematically formatted based on the source code of the original transaction
6. The Effective Date field will default to the effective date of the originally transaction but is modifiable. This date must be in an open accounting period.
7. Enter the account number in the Account field.
8. Tab to the Category field and enter the correct category.
9. If desired, input a Pr (project) code.
10. Press PF9 to document and/or justify the purpose of the transfer. Press PF10 to save.
11. Press PF10 to save the account code change document. At this point, the new AC document number is added to the original transaction's accounting detail record to indicate that it has been transferred.

Note: Once a document has been saved, it can be updated (alteration of previously input data) until it is submitted for transaction review into the TARGET system. For account code changes, this means updates can be performed until the ACTP (Account Change TARGET Processing) transaction is submitted. To update data, use an Action of U in the banner. Make sure you press PF10 to save changes.

How to Submit an Account Code Change for Approval

1. Input "ACTP" in the Command field, an Action of S (submit), the Effective FY, and the AC Doc Number, then press Enter.
2. Press PF10 to submit the transaction.

Once submitted, the transaction is routed automatically to the appropriate desks for review. After final approval, the AC record is posted to DART via a nightly batch job.

Helpful List to Use to Find GJIM Documents