The Account Maintenance window in Dynamics GP has four user defined fields on it. They don't get used for much, but I've got one use case that I think is pretty good.
Pick one of the UDF fields and use it to identify the employee responsible for reconciling that account. For cash accounts this is the person responsible for bank rec and reconciling to the GL. For other balance sheet accounts its the person preparing the monthly rollforward.
This makes it easy to run a COA based on the user defined field and get a reconciliation checklist for month end.
You'll want to use an integration tool like Integration Manager or SmartConnect from eOne for the initial load and for mass changes (like when an employee leaves or changes jobs).
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Showing posts with label Chart of Accounts. Show all posts
Showing posts with label Chart of Accounts. Show all posts
25 March 2013
23 January 2013
Is it Possible to Change the Account Format for the Chart of Accounts in GP?
Is it Possible to Change the Account Format for the Chart of Accounts in GP? Asked and answered by the Dynamics GP Support Team.
07 January 2013
Weekly Dynamic: Use a dot as the account separator
Most folks use a dash ("-") as the account separator in Dynamics GP. However, if you have a long account number, using a dot (".") takes up less space on the screen. If you are close, this change can keep you from having to turn on Horizontal Scroll Arrows.
The separator is set in Tools>Setup>Company>Account format with:
There are no negatives to using a period or dot inside of Dynamics GP but if you are integrating information into GP, you'll need to make sure that accounts are set as text. Some integration tools automatically try to treat the field as currency because I contains a period.
The separator is set in Tools>Setup>Company>Account format with:
There are no negatives to using a period or dot inside of Dynamics GP but if you are integrating information into GP, you'll need to make sure that accounts are set as text. Some integration tools automatically try to treat the field as currency because I contains a period.
17 December 2012
Weekly Dynamic: Issues Inactivating an Account
When you inactivate an account in Dynamics GP there is some behavior that you need to be aware of. If an inactive account is keyed into a field or selected via lookup, you won't be able to save the form. However, if a field already exists as the default on something like a customer card or a vendor card when the account is inactivated, transactions based on those accounts will continue to process.
For example, an expense account exists on a Vendor card. The account is inactivated. A user processes a payable for that vendor. The account defaults on to the transaction. The transaction WILL post properly with no errors.
The moral of the story is that after you inactivate an account you should search for that account and remove it from defaults.
For example, an expense account exists on a Vendor card. The account is inactivated. A user processes a payable for that vendor. The account defaults on to the transaction. The transaction WILL post properly with no errors.
The moral of the story is that after you inactivate an account you should search for that account and remove it from defaults.
22 October 2012
Weekly Dynamic: Account Segment Names
When you look in Dynamics GP, are your account segment still named Segment 1, Segment 2, etc? If so, this is really easy to fix.
Click Administration on the Navigation Pane followed by Account Settings under Company. In the name box, rename the segments and click OK.
Click Administration on the Navigation Pane followed by Account Settings under Company. In the name box, rename the segments and click OK.
17 July 2012
Account Maintenance Options: The Forgotten Fields | Dynamics GP Insights
Christina Phillips covers some of my favorite fields in Account Maintenance Options: The Forgotten Fields
06 March 2012
GL Account I Need More Space | DynamicsCare
Amy Walsh looks at alphanumeric GL accounts and concludes I Need More Space
16 January 2012
27 December 2011
Importing GP Account Segment Descriptions
Sheldon from Etelligent Solutions looks at Importing GP Account Segment Descriptions.
07 November 2011
Fixing A Corrupt Account Index Master | azurecurve
Ian Grieve digs into Fixing A Corrupt Account Index Master
07 September 2011
GP2themax - Helping users get the 'max' from Dynamics GP: Taking you to the Fourth Dimension . . .
Frank Hamelly gets funky with Account User Defined fields in Taking you to the Fourth Dimension . . .
13 June 2011
Mohammad R. Daoud: Microsoft Dynamics GP Analytical Accounting Vs. Segments
Mohammad Daoud explores the age old dilemma, Microsoft Dynamics GP Analytical Accounting Vs. Segments.
07 February 2011
DynamicsBlogger: GP Basics: Allow Account Entry
DynamicsBlogger has a new GP Basics series running. In this episode he tackles one of my favorite subjects: Allow Account Entry
03 January 2011
Quick Tip: Account Number Not Fully Displayed In Custom Window
Patrick Roth looks at a solution for when an Account Number is Not Fully Displayed In Custom Window.
26 August 2010
Weekly Review: Use an Account Alias when Transitioning to GP
Lisa Price at I.B.I.S. had a nice tip that I had never thought of. When companies are transitioning to Microsoft Dynamics GP, they often make changes to their chart of accounts to improve reporting or data entry. Lisa uses the account alias functionality to hold the old account number when possible. This eases the transition between systems because it allows users to lookup their old account in the alias and find the new account.
If there's not a one to one relationship, it's not perfect but if you're splitting or combining accounts in the chart, you probably don't want much of a link back to the old account anyway.
Originally Posted by Mark at 3/18/2008 08:09:00 PM
12 August 2010
Weekly Review: Account Alias
Account Aliases in Dynamics GP are shortcuts to accounts in the chart. They are setup in the chart of accounts window (Cards-Financial-Account). Aliases are designed to be a friendlier, faster way to access accounts. Up until recently I've not been a big fan for several reasons. You still have to hit an arrow to enter the alias, you can do it in the account box. Also most companies lean toward one of two extremes, they use them so little that their useless or build so many that instead of finding accounts quickly, it's just as fast to lookup an account in the chart.
However, after spending time using Account Aliases recently, I've come to the conclusion that they can be extremely useful IF you put a little work behind them.
IF you standardize the setup of aliases to deal with all your departments, divisions, etc., you can still get a short alias that people can figure out and actually use. Alternatively, if you limit aliases to a few key accounts, you can still get a nice speed boost. However, if you simply set them up haphazard, you'll have useless mess. It won't break anything but it won't help either.
The key with aliases is changing user's habits. You need to get people to use the alias which is why it needs to be setup in a way that is intuitive for a user, not necessarily an administrator. It will take time to change people habits, but the end result is worth it.
Originally Posted by Mark at 2/03/2008 08:06:00 AM
However, after spending time using Account Aliases recently, I've come to the conclusion that they can be extremely useful IF you put a little work behind them.
IF you standardize the setup of aliases to deal with all your departments, divisions, etc., you can still get a short alias that people can figure out and actually use. Alternatively, if you limit aliases to a few key accounts, you can still get a nice speed boost. However, if you simply set them up haphazard, you'll have useless mess. It won't break anything but it won't help either.
The key with aliases is changing user's habits. You need to get people to use the alias which is why it needs to be setup in a way that is intuitive for a user, not necessarily an administrator. It will take time to change people habits, but the end result is worth it.
Originally Posted by Mark at 2/03/2008 08:06:00 AM
22 June 2010
Change your Account Segment Names
Leslie is changing everything today. First it was Fiscal Period names and now it’s Account Segment Names. Well she’s right of course so go see how at her new post Change your Account Segment Names.
14 June 2010
Taming the Accounts Lookup Window
Leslie Vail has a look at Taming the Accounts Lookup Window over at the Dynamics Confessor site.
07 June 2010
Making the Account Number SMALLER
There are plenty of resource out there looking at making the account number longer in Dynamics GP, but what if you want to make it smaller? Leslie Vail looks at that in her new post Making the Account Number SMALLER.
01 April 2010
Weekly Review: Account Alias
No, not Jennifer Garner, these are account aliases. Account aliases are shortcuts to account numbers. They've been around forever but they seem to be rarely used. It may be that accountants just get in the habit of memorizing a select group of account and looking up everything else. I confess, I fall into that group, but I think with a little discipline, I could learn to like account aliases.
Account aliases are set when you create an account and they're optional. (Cards-Financial-Account). For example, if I want a shortcut to my bank operating account, I could call it "ops". So next time, I do an entry, rather than entering in a long account number like 1015-CA-LAXBAL, I simply hit the arrow (->) next to the account lookup and in the alias box I type: ops . When you tab off, the box closes an the account is placed in the form. There is also a keyboard shortcut, Ctrl-Q so you don't have to pickup the mouse. The CTRL-Q shortcut only works in transactions windows not inquiry windows. Go figure.
If you have really long account numbers I can see this as a time saver. You could quit remembering accounts and simply remember your shortcuts.
They are also useful when changing the chart as part of an implementation. Whenever there is a one to one correlation between and old and new acocunt, put the old account in the alias to provide a mechanism to improve the switch to a new chart.
Aliases are used system wide and you'll find them just about everywhere.
Orignally Posted by Mark at 10/16/2006 09:34:00 PM
Account aliases are set when you create an account and they're optional. (Cards-Financial-Account). For example, if I want a shortcut to my bank operating account, I could call it "ops". So next time, I do an entry, rather than entering in a long account number like 1015-CA-LAXBAL, I simply hit the arrow (->) next to the account lookup and in the alias box I type: ops . When you tab off, the box closes an the account is placed in the form. There is also a keyboard shortcut, Ctrl-Q so you don't have to pickup the mouse. The CTRL-Q shortcut only works in transactions windows not inquiry windows. Go figure.
If you have really long account numbers I can see this as a time saver. You could quit remembering accounts and simply remember your shortcuts.
They are also useful when changing the chart as part of an implementation. Whenever there is a one to one correlation between and old and new acocunt, put the old account in the alias to provide a mechanism to improve the switch to a new chart.
Aliases are used system wide and you'll find them just about everywhere.
Orignally Posted by Mark at 10/16/2006 09:34:00 PM
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