What This Process Does


  • This process allows you to change from one Revenue account code to another one.


Best Practices


  • Do Not Create a New Account Code - this process is not designed to merge account codes together; therefore, you should not create a new account code prior to running this process.
  • Remove Deleted Records - deleted records must be removed prior to running the Change Revenue account code process. If this is not done and the new account code that you are changing to was previously used and deleted, all records will be deleted (the account code you are currently using as well as the one you are changing to). Once these records are mistakenly deleted, it isn't possible to undelete them.
  • No Duplicates - the Account Master must be queried to make sure the account code that is being created does not already exist.
  • Cease Processes in RDA - there should be NO processes run by any user in Financial Management or any other RDA modules that effect Financial Management while the Change Revenue code process is being run.


Step One: Removing Deleted Records


  1. As noted in Best Practices/Remove Deleted Records above, it is imperative that this step be run before proceeding. Before running the Change Revenue code process, deleted records must be removed from the database.
  2. From the Resource Bar: System Administration → Database/Transaction Processing menu → Remove Deleted Records
  3. A Library List displays with a module and associated file list.
  4. Highlight FINMGT under the Library List.
  5. Highlight each file listed below where the deleted records will be removed and follow the instructions below the file names.
    • FINMGT: FINALIAS, FINRACC, FINRACT, FINRYR
    • BUDPREP: BUDRACC, BUDRACT, BUDRBDGT
  6. Highlight the first File and click on the Select button. Repeat until all the necessary files have been selected.


Step Two: RDA Notification


  1. A HelpDesk ticket should be submitted to RDA confirming that you:
    1. Queried the account masters and the account code didn't exist.
    2. You have removed deleted records from the above files.
  2. Once the Helpdesk ticket with the confirmation is received, an access code (valid for one day only) will be provided to you so that the Change Revenue account code process can be run. When the access code is given to the user, the field description below will show the fields that must be populated for the account code to be properly changed. The process may take a while depending on the number of records in the financial management and budget preparation modules. Be sure to run this process only once for each account code which needs to be changed.


Step Three: Change Revenue Account Code


  1. From the Resource Bar: Maintenance → Change → Revenue Accounts
  2. Enter the account code you are moving data from in the Simple From field.
  3. Enter the account code you are moving data to in the Simple To field.
  4. Click on the Select button.


FIELDSOpt.Rec.Req.Description
Simple From——♦The account code you are moving data from
Simple To——♦The account code you are moving data to
Range on Definition Type———For RDA Use Only
Range on Account Code———For RDA Use Only
Expression———For RDA Use Only
Opt. = Optional  Rec. = Recommended  Req. = Required


Step Four: Check Account Master and Change Description


  • Once the process is completed, access the Account Master to confirm that the new account has been created. Since this process only changes the account code, you will need to change the account description (if needed) directly in the Account Master. Please note that this process does not change anything in the Chart of Accounts.


Step Five: Remove Deleted Records for a Second Time


  • It is recommended that Remove Deleted Records be run again after the Change Revenue code process has been completed. Repeat Step One.