Replacement Accounts are to be used when the COA string is not active or needs to be moved on the General Ledger side.
Example: Purchasing Department does not have a Food COGS account so a Replacement Account would need to be set up to move it from Purchasing Food COGS (not an active account) to Purchasing Operating Supplies (an active Account).
Incorrect Item/Commodity Coding
If an Item/Commodity is being coded wrong, the expense account should be changed at the Item/Commodity level instead of using a Replacement Accounts.
1. Go to the Replacement Accounts Screen
Accessing Replacement Accounts
1.1. Go to “Finance” on the menu bar, then select “Accounts” and then “Replacement Accounts”
2. Create New Replacement Account
Creating a New Replacement Account
2.1. On the View Replacement Accounts page, Click “New”. 
2.2. Key in the account string that needs replacing under Originating Account.
2.3. Key in the new account string in Replacement Account that will replace the original account string. 
2.4. Click “Add these new records”. 
3. Wild Cards
Wild Cards
3.1. You can also use Wild Cards within each section. Wild Cards are a form of generic code. Example: If all Department Prepaids need to hit the balance sheet Prepaid, the easiest way is to use Wild Cards in the Department field.
3.1.1. Click “New”'.
3.1.2. Key in the account string that needs replacing under Originating Account using *** when you need a generic code. 
3.1.3. Key in the new account string in Replacement Account that will replace the original account string using *** when you need a generic code. 
3.1.4. Click “Add these new records”.
4. Updating an Existing Replacement Account
Updating Replacement Account
4.1. Use the search fields at the top to find the accounts you need to modify. Key in the Account under either Originating or Replacement. 
4.2. Click “Locate”. Locate will find the first account with that code and highlight it in yellow. Click “Locate” again to find the next account with that code.
4.3. Make your changes. 
4.4. Click “Update”. 
5. Deleting an Existing Replacement Account
Delete Existing Replacement Account
5.1. Use the search fields at the top to find the accounts you need to modify. Key in the Account under either Originating or Replacement.
5.2. Click “Locate”. Locate will find the first account with that code and highlight it in yellow. Click “Locate” again to find the next account with that code.
5.3. Check mark the account.
5.4. Click “Delete”. 
5.5. This will ask if you are sure you want to delete, click “Ok”. 