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Handling duplicate account numbers in not-for-profit with fund analyses

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Summary

Learn how MindBridge reads duplicate account numbers in fund analyses, and how to avoid issues.


Overview

In a number of cases, MindBridge has detected duplicate account numbers in a set of files that do not represent the same account. Rather, they represent different accounts with the same number under different funds. This could theoretically also happen with "program", "subsidiary company", and other examples.

MindBridge requires a unique account number for every account, as each account is treated as a distinct entity in the analysis. Now, you can handle situations like this directly in MindBridge.

Scenario

A file has the columns ACCOUNT # and FUND. Values in ACCOUNT # repeat for different accounts, but the combination of ACCOUNT # + FUND is unique, and represents a distinct account in the ledger.

Using the join columns feature, we can create a new column that combines ACCOUNT # and FUND, and map it directly to an account. This will allow MindBridge to correctly identify that these are unique accounts, while still leaving the FUND column available for mapping. Additionally, this process does not require any changes to the original data file.

Limitations

When importing multiple files of different types (for example, a General Ledger, Trial Balance, and Chart of Accounts) that each have ACCOUNT # and FUND columns, we would have to use the join column feature on each file separately. 

MindBridge can import newly created (i.e., "joined") columns into previous period files, as well as into full year files from their interim counterparts, but cannot import across source types.


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