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<< Click to Display Table of Contents >> Navigation: General Ledger > Master Files Maintenance > GL Company Maintenance > File Sharing Tab |
File Sharing is an option that is normally setup when the company is originally defined. The option allows for certain files (Accounts, Sub-Accounts, Decks/DOI's, etc.) to be shared across multiple companies by entering the company code that contains the information you want to share.
NOTE: All companies that are using file sharing must have the same Sub-Account length.
File Sharing Tab Note: This is something that is set up when the company is initially defined. Note: Leaving the field blank or 00000 means it does no sharing. Note: If making a company wide change for Accounts, Sub-Accounts and/or Acct/Sub combo, the change must be made in all companies (changing the parent last).
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Accounts and Rev/Billing |
Used to define which company code the data file for the Chart of Accounts is stored in along with the Revenue/ Billing Categories. It is possible for several companies to share the same Account Master File. For example: "00001" can be specified for both company 00001 and 00002 if you want both companies to share the same chart of accounts. It is usually not practical to share account files, but copying an existing company's account file sometimes will save some setup time. |
Sub-Accounts, Financial Groups and Purchasers |
Used to define which company code the data file for the Sub-Accounts/Financial Reporting Groups and Purchasers are stored in. Several companies can share the same Master File. For example: "00001" can be specified for both company 00001 and 00002 if you want both companies to share the same Sub-Account file. It is sometimes more practical to share Sub-Account files than to share Account files. Copying an existing company's Sub-Account file is also an option. |
ACH Bank Accounts |
Used to define which company code the data file for the ACH Bank Accounts is stored in. Multiple companies can share the same ACH Bank Accounts. |
Journals and Sub-Tables |
Used to define which company code the data file for the Journals and Sub-Tables are stored in. Multiple companies can share the same journals and Sub-Tables. |
Report Definitions |
Used to define which company code the data file for the Report Formats is stored in. Multiple companies can share the same report definitions. |
Tax Rate Definitions |
Used to define company code for sales tax rates. Multiple companies can share the tax rate file. |
Bank Account, Check History, and Reconciliation Detail |
Used to define which company code the data file for the Bank Reconciliation file is stored in. Multiple companies can share the same bank reconciliation file. |
Properties |
Used to define which company code the data file for the properties are stored in. Multiple companies can share the same properties. |
Decks/DOI's |
Used to define company code for Decks/DOI's. Multiple companies can share the related Decks and DOI files. Requires that the company also share the same Property Master file. |
Severance Tax |
Used to define the company code for Severance Tax. Multiple companies can share the same severance tax records. |
Price Index |
Used to define the company code for the Price Index. Multiple companies can file share the same price index.The Price Index master, detail and composite will be shared. |
Service Ticket/Job Locations |
Used to define the company code for the Service Ticket Job Locations.
Each child company must set the Service Ticket - Master File Maintenance - Company - General - "Company Code for Tax Rates" to the parent company FIRST, before trying to SHARE files in G/L.
To use this file sharing feature, you MUST also share: Accounts, Sub-Accounts, Financial Groups, Purchasers Properties. ALSO - since you are sharing Sub-Accounts, you will be required to change the child company Sub-Account length to match the parent. |
Land Contract Types, Special Provisions, Horizon Types, Instrument Names, and Recordation Types as well as Tracts and Instruments can be shared with other companies. At this time Contracts and their association with instruments are always unique by company.
How can I turn OFF file sharing for my companies?
Answer: 1.Back up company where sharing will be removed. 2.If using Dual Date, remove the account in RB/Company/Accounts tab. a.We will be adding this back in later 3.Turn off sharing by entering in 00000 into appropriate fields in the General Ledger/Company/Company Options/File Sharing tab. 4.Import the Chart Of Accounts in F11-Chart Of Accounts (F11) 5.Add the Dual Date back into RB/Company/Accounts tab 6.Import Sub-Accounts in F12-Sub-Account Maintenance 7.Clean out any accounts Sub-Accounts that you don’t need. a.Do not remove any accounts or Sub-Accounts with history 8.Import anything else that is needed; such as reports. If Properties are shared: 9.Import Properties Sub-Accounts using RB/Properties/Utility/Import Utility a.If you have unused properties with no history, this would be a good time to do some clean up. You can import by range or one at a time to only bring over the ones you need. 10.Sync properties in Utilities /34 Sync Property to Sub Accts
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Warning: if you already have existing companies that have historical data do NOT activate this feature until you have a plan of action for your existing Sub-Accounts! This feature will cause Sub-Account associations to be based solely on one company’s Sub-Accounts. Pak Accounting’s conversion team will need to assist you if you want to use this feature after you have already been using Pak Accounting and have existing history.