How to set up a new account in ART?

Modified on Wed, Jan 29 at 3:00 PM

When ART doesn't recognize an account in the GL import file, the import will error out and let you know the row(s) with the new accounts.

Find the row(s) with the new accounts and add an FS Caption, Account Type and Is P&L to the import file (see SS A)

SS A

Then reimport the file. ART should send back a warning that a new account (or new accounts) will be created.

Once the file is successfully processed, don't forget to assign ownership and attributes to the new account(s).

This can be accomplished a few different ways:

Account Profile Update: Suitable for updating one or a few accounts.
Account Mass/Bulk Update: Suitable for updating several or many accounts at once.
Data Import: Suitable for updating numerous accounts en mass.
Automatic Default Account Attribute Selection: Suitable for pre-selecting attributes/owners to be assigned upon account creation.

A: ACCOUNT PROFILE UPDATE - SUITABLE FOR UPDATING ONE OR A FEW ACCOUNTS

B: ACCOUNT MASS/BULK UPDATE - SUITABLE FOR UPDATING SEVERAL OR MANY ACCOUNTS AT ONCE

Account Bulk Update

Go to Accounts > Account Mass/Bulk Update or Accounts > Account Ownership
Search for the account you need to change. Typically Acct# From / To works best.
Click Search + Bulk Update

Check the box to the left of the account(s) that require attribut/ownership change(s). Attribute/Ownership fields to the right should open up.
Scroll to the right.
Select the attribute(s)/Owner(s) you'd like to change. Then click Save

Account Mass Update

Go to Accounts > Account Mass/Bulk Update or Accounts > Account Ownership.
Search for the account you need to change. Typically Acct# From/To works best.
Click Search + Mass Update.

Check the box to the left of the account(s) that require attribute/ownership change.
Scroll to the bottom
Expand the drop down to select the attribute/owner you'd like to change. Follow the directions and click Save.

C: DATA IMPORT - SUITABLE FOR UPDATING NUMEROUS ACCOUNTS EN MASS

Go to Data > data Import.
Select "Account Attribute Load" under Data Import Type to update Attributes
Select "Account Due Day" under Data Import Type to update Ownership.
Click on Download Template for the Account Attribute Load or the Account Due Day Load.

Populate the template with accounts that require changes. Refer to the emailed reports in prior steps to retrieve current owners and attributes.

Go to Data > Data Import.
Select "Account Attribute Load" or "Account Due Date" in Data Import Type.
Browse for the completed import template.
Click Upload.

Go to Data > Data Import Status.
Respond to any warning messages to ensure file is uploaded.
The file MUST be either accepted or rejected before users will be able to work in their reconciliation forms.

D: AUTOMATIC DEFAULT ACCOUNT ATTRIBUTE SELECTION - SUITABLE FOR PRE-SELECTING ATTRIBUTES/OWNERS TO BE ASSIGNED UPON ACCOUNT CREATION

Fields will open to allow for the population of information.
Account Number From and Account Number To should be used to enter the range of accounts to be automatically assigned certain attributes/owners.

For example, if any accounts in the range of 1001 to 1099 will be cash accounts to be assigned to the attributes of a High Risk Rating, Reconcilable and the Bank Account Form, the row should be completed as below:

If those same accounts should be assigned to Amanda Prep for Preparation and to Mallory Reviewer for Review, the row shouldbe further completed as below:

There are additional fields to automatically assign an Approver, Back Up Preparer, Back Up Reviewer and Back Up Approver as well as Due Days.
To set up default attributes and owenrs for additional ranges of accounts, click on Add More.