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Training Tidbit: Crosswalks

Have you started working to prepare your state’s annual report and/or the GASB 34 reports?  When generating your state’s annual report or GASB 34 reports, account numbers may display as invalid because they do not have a specified location on the annual report or GASB 34 reports.  There are three options to correct invalid accounts:  1) crosswalk the accounts; 2) complete manual journal entries to move the balances to valid accounts; or 3) manually edit the report, if applicable.

By completing crosswalks, the incorrect (invalid) account numbers are permanently changed to correct numbers.  The balances for the current year and all the history are moved to the new account numbers, and the incorrect account numbers are no longer available for use.

Within the School Accounting System, there are several different ways that you can crosswalk account numbers.

  • Change Account Number in Chart of Accounts.  If you only have a few accounts to crosswalk, complete the steps to change an account number in the Chart of Accounts to crosswalk an account number from one number to another number (the new account number must not already exist).  To change an account number in the Chart of Accounts, bring up the existing account number to change, key in the new account number over the existing one, click the Save button, and then click the Change button when prompted to Change, Create New, or Revert to Original.
  • Crosswalk Account Numbers Option.  If you have many accounts to crosswalk, use the Crosswalk Account Numbers option (accessed from the Options menu within the Chart of Accounts).  The Crosswalk Account Numbers option can crosswalk an account number from one number to another number, or crosswalk all the account numbers with a particular reference piece number to a different reference piece number (for example, change all account numbers using the object piece 110 to be 111 instead).  For step-by-step instructions on using the Crosswalk Account Numbers option, refer to the “Crosswalk Account Numbers: Crosswalking” topic in the Help File.
  • Change Reference Piece in Reference File.  If you need to crosswalk all the account numbers with one reference piece number to a different reference piece number, complete the steps to change a reference piece in the Reference File.  To change a reference piece, bring up the existing reference piece (number) to change in the appropriate Reference File, key in the new number (the new reference piece number must not already exist) over the existing one, click the Save button, and then click the Change button when prompted to Change, Create New, or Revert to Original.
  • Change a Fund in Fund File.  If you need to crosswalk all the account numbers in one fund number to a different fund number, complete the steps to change a fund in the Fund File.  To change a fund in the Fund File, bring up the existing fund number to change, key in the new fund number (the new fund number must not already exist) over the existing one, click the Save button, and then click the Change button when prompted to Change, Create New, or Revert to Original.

To view a listing of all the account numbers that have been crosswalked over the past few years, generate the Chart of Accounts Crosswalk History report.  The report shows the new and old account number in addition to the user who changed the account number, when it was changed (Posted Date), and the method used to change the account number (Change Type).