You, Me and Dynamics GP
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Originally Posted by Mark 9/28/2005 09:04:00 AM
I stumbled on this little gem in v 7.5 so I don't even know what version it was added in to but it definitely still works well in v10. If you need to look at groups of accounts this is the inquiry for you. You can even perform calculations!
What is it?
Account Rollup is an inquiry that you build which allows you to see different GL accounts rolled up together. Additionally, you can perform calculations on those accounts.
We use this for all kinds of things like:
Those kinds of things. Yes FRx will do this, but freqently, I don't want to launch FRx and run financial statements just to get a breakdown of my FA accounts. So how does this work?
In Dynamics GP, select Inquiry->Financial->Account Rollup
Enter an Option ID, tab and click yes to add the option.
You set the number of columns you want to see up in the right side. If all you want is totals, one column is fine. For calculations, use at least 2 columns.
In the center, you set the types of columns, but we'll come back to that. At the bottom, you add criteria like accounts, departments, divisions, etc. UNLIKE OTHER GP criteria areas, you can multiple independent criteria here. So if you want to see Chicago and New York but not LA. You add Chicago, then add New York.
Save and click redisplay. Controls on the right let you see net change or period balance totals. If you want to see what makes up the total number, select a month and click the blue column header.
Now, to get really fancy, you can ad calculated columns to a rollup. Simply create or modify (with the button) a rollup.
Change the type from Actual to Calculated. In the Selection column, click the blue arrow.
Back to my commission comment earlier. Let's say, I accrue 8.9% of sale as a commission accrual. My first column is my monthly sales. So I'll pick the only available column in the column box and hit the double arrows (>>) then add the multiply sign (*) then in the constant box I'll add .089 and hit the double arrows (>>).
You formula now looks something like C1 * 0.089. Save and refresh and you get a report with sales and the commission allocation for each month.
This is great for all those estimates you do every month. You can just take the numbers and do a JE.
Originally Posted by Mark 9/19/2005 02:12:00 PM
Each week I'd like to cover a feature in GP. Some of them are new, others just underutilized. Ideally, I'd like to do this more than weekly but hey, I have a job.
Extreme Makeover, JE Edition
In version 8.0 Microsoft introduced Journal Entry corrections and copies. This is feature I'd been asking for for some time. I even came close to writing my own version several times. You now have the ability to undo a journal entry, easily, and with a complete audit trail.
In Transactions->Financial->General, select Correct. You now have an option to back out a Journal Entry or Back out a JE and create a correcting entry.
You will also need the JE number (you can look it up) and year of the entry you want to correct.
What happens behind the scenes when you backout an entry is that GP creates a duplicate, opposite JE with a new JE number to offset the one you want to correct. If all you need to do is undo an entry, simply post your correction and you're done.
If you also select a correcting entry, the first entry created is the backout entry. When you post or save the backout entry, a second entry is created. This second entry is your original entry as a new, unposted JE that you can make changes to.
Both the backout and the correction are normal JE's that can be save to a batch, changed, posted, made reversing, etc.
Some obvious uses:
A related feature is to Copy a JE. Same process, just click copy instead of correct. This is great when you need to create a JE just like the one you did last month!
By default, Correction only works for transactions that originated in the General Ledger. However, the administrator can change this behavior.
Tools>Setup>Financial>General Ledger now has new check boxes to control this functionality. Check "Voiding/Correcting of Subsidiary Transactions" and "Back Out of Inter-company Transactions" to allow for corrections of transactions originating in a sub-ledger.
This a great feature, a critical feature, that the competition has had for a while. Now we've got it and I love it. But you have to be on v8.0 or better. This was one of the compelling features that pushed us to upgrade to 8.0. Detailed specifics can be found in GP Help. Happy Fixing!
Posted by Mark 9/12/2005 10:00:00 AM
