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Account Link Alias

Module Guide: Account Link Alias

Module Location

Settings > Accounting Settings > Account Link Alias

Module Purpose

1. Main View (List of Account Link Aliases)

The main page displays all the aliases that have been created, providing a complete overview of the available mappings.

View Explanation

  • Filter: Allows searching by Request Name.

  • Alias Table:

    • Account Link Alias: A unique, easy-to-remember name for the alias (e.g., ACCRUED EXPENSES FREIGHT EXPORT).

    • Account Link: The internal ID of this mapping.

    • Account No. & Account Name: The CoA account that is the destination of the mapping.

    • Module Code: Indicates the origin or related module.

    • Cost Center: The cost center to which transactions using this alias are charged.

    • Cost Grouping: A cost grouping for reporting purposes.

  • Action Buttons:

    • New: Opens the form to create a new alias.

    • Export to MS Excel: Downloads the list of aliases into Excel format.

2. Add Account Link Alias Page

This form is used to define a new alias by combining various accounting dimensions.

View Explanation

  • Request Name: The name of the alias to be created.

  • Account Link: Select a CoA account from the dropdown.

  • Regional: Specify the regional dimension (if any).

  • Cost Center: Select the related cost center from the dropdown.

  • Allocate To: Defines further allocation rules.

  • Action Buttons: Save and Cancel.

3. Steps to Create an Account Link Alias

  • From the main page, click the New button.

  • Enter a descriptive Request Name for the alias.

  • Select the Account Link (CoA account) that will be the basis for this alias.

  • Choose the appropriate Regional and Cost Center to allocate costs/revenues.

  • Configure the Allocate To field if necessary.

  • Click Save.

4. Integrated Workflow & Business Process

The aliases created here simplify complex journal entry processes. Instead of users having to select the Account, Regional, and Cost Center separately each time, they can simply choose a single alias.

  • Example: When creating a General Journal entry for factory electricity costs, a user no longer needs to remember the combination of account, region, and cost center. They can simply select the alias COGM-01-ELECTRICITY. The system will automatically journal the transaction to Account 51012021 (ELECTRICITY) and charge it to the MANUFACTURING BUSINESS DEVELOPMENT Cost Center.

  • This significantly reduces the risk of data entry errors and ensures costs are allocated consistently according to management accounting policies.

5. Tips & Important Notes

  • Use clear and structured naming for aliases so they are easily understood by all users.

  • This module is very powerful for companies with complex cost accounting structures or those that use activity-based costing.

  • Ensure the combination of Account and Cost Center in each alias is correct before saving, as this will be the basis for many transaction entries.

  • The management of this module should ideally be handled by the cost control team or an accounting manager.

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