Consolidate Organization Errors

The consolidation process begins after clicking the Merge button (Activities>Data Consolidation>Consolidate Organizations). When merging an original organization into a consolidated organization, the new data does not override existing data for Chart of Accounts, Financial Statement Formats, Closing Account Assignments, or Report Group Codes. The balance data is added to existing amounts.

The Segment Name, Segment Type, Character Type, and Field Length must be compatible or the organization data cannot be merged.

The system checks the following conditions before merging:

• Balance Data - Balance Data consists of any General Ledger, Budget, and/or Encumbrance summary records. Tracking dates are the dates saved when an original organization's balance data is merged. These dates are used to prevent duplicate data from being merged. You cannot consolidate the same period more than once.

  If the segment code matches but there are account codes in the original organization that are not included in the consolidated organization's chart of accounts, those account codes will still be included in the merge. The non-matching segments are ignored and the matching segment combinations are combined into a single entry for each unique General Ledger, Budget, and/or Encumbrance record, Effective Date, Entry Type, and Account Code Combination before they are merged. This happens if client organizations are merged into the Consolidated Organization without merging the Chart of Accounts. If this is the case, when you print a report, it prints the mismatched codes but with no Account Title or Account Short Title. However, you can create the Account Code and define the titles using the Maintain>Chart of Accounts Codes form.

  If any of the segments that match by Name, do not match by Type, Character Type, or if a Field Length is greater than the consolidated organization's field length, none of the Balance Data will be consolidated.

• Segment Name - Segment names in both the original and consolidated organizations must match in order to be merged. The GL segment must be compatible before balance data will merge.

  The organizations will be merged, even if the merging entries do not have enough information to complete the Consolidated Organization's segment. For example, if the Original Organization only matches three of the Consolidated Organization's segments, the system will complete the segments. If Fund and Balancing segments in the Consolidated Organization do not match with the Original Organization's segments, the system will complete the applicable account code by adding 9's up to the account code length. For example, if the account code length is 5, then the system creates the code 99999. The system does not do this for Non-Balancing and Restriction Segments since these segments do not need to balance.

• Segment Type - If the segment names match but the segment type does not, the balance data will not be merged.
• Character Type - If the segment names match but the character type is not compatible, the balance data will not be merged.
• Field Lengths - Any user defined field lengths in the original organization must be less than or equal to the field lengths in the consolidated organization. If the segment's field length in the original organization is greater than the consolidated organization segment length, the balance data will not be merged. (User Defined Field Lengths in the original organization must be less than or equal to the consolidated organization).
• Fiscal Years - The Fiscal Year Ending must be identical for all organizations involved.
• Currency - The functional currency of all organizations must be the same.
• Account Titles - The Account Titles will be truncated during consolidation for matching codes, if the Consolidated Organization's Account Title is smaller than the Original Organization.
• Report Group Code - If Report Group Codes merged from the original organization have a field length greater than the consolidated organization, they will not be merged.