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 Changing GLCOMPONENTS

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John Bauer's profile image
John Bauer posted 09-01-2024 22:45

Hi All,

Has anyone changed from one Financial System to another where the GLCOMPONENTS need to be changed? Our existing set up is 4 components, GLCOMP01 '1', GLCOMP02 '10', GLCOMP03 '1', GLCOMP04 '25'. Then new Finance system requires the GLCOMP01 to be changed from LENGTH = 1 to LENGTH = 59 for example and will only comprise of 3 COMPONENTS.

I understand that the GLCOMPONENT Object, Attribute COMPVALUE needs to be changed from 25 to 59 to allow this LENGTH to be used, but has anyone out there done this before and what are the potential pitfalls that we need to consider? Also in Database Configuration/More Actions/GL Account Configuration makes the change at the System level, but under Financial/Chart of Accounts/Add/Modify Account Structure is at the Organisation Level. Will this get changed at the Organisation Level after the Database Configuration change?

Any help/advice would be greatly appreciated.

Thanks

JB

Craig Kokay's profile image
Craig Kokay posted 09-02-2024 19:39

Hi JB,

I thought that you had been through one of these at some stage, interesting.

There are several aspects:

  1. GL composition
  2. GL content
  3. Default accounts
  4. Historical transactions

Firstly, always have a backup before you start on this journey.  Second, always do this in test so you can be sure that you have got all the reference or default accounts updated.  It's easy to miss one.  Third, the change in structure is global.  The change in the component values is at ORG level, so the content change has to be done for each ORG.

Extending the GL and changing the GL segments should not affect the existing GL accounts unless the total length is less, then things will get truncated.  If that is going to happen, you would have needed to decide how to treat the historical records as they would have been shortened.  So, you're all good there.  Why is that?  Because when you assemble the GL account it's just saved as a single string.

You do need to change the values that make up each of the GL components in the COA.

You do need to go into the Chart of Accounts and Storerooms to update the default accounts as this can be done from the UI, however, for the assets, location, items, labor,  PR, PO, open work orders, PMs, and maybe more to update the GL account, it may be easier to do their update via SQL or a dataloader tool.

Lastly, are the historical transactions.  You do not need to do anything with them as Maximo doesn't care that the GL does not match now.  It's only the live data that counts.  However, if as a result, you are shortening the GL, then consideration has to be taken into account as that could affect data analysis.  So, how do you treat this? 1. Leave the last component such that the overall length does not change. 2. Ignore the truncation. 3. Move the old GL to another field.

Just remember for the end user it does not matter that a segment can contain up to say 10 chars as they are selecting from a lookup.  This only concerns the person doing the data entry and setting those values in the COA.  Additionally, remember that each segment is defined as max length.  So, you can have values 10, 100, 1000, 10000 if the length is defined as ALN (5) in the same segment.

Regards, Craig

Craig Kokay

Principal Consultant, COSOL

ph: 0411-682-040

emailL craig.kokay@cosol.global

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