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Microsoft Dynamics GP 2010 : Preventing Errors in Dynamics GP - Preventing account selection errors with Chart Segment names

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1/24/2013 6:23:32 PM

Given the typical meticulous tendencies of most accountants, it's a little bit of a surprise that the descriptions in an average chart of accounts are a complete mess. Most charts of accounts are initially very pristine but as accounts are added by various people over time, their descriptions become inconsistent. This makes it very difficult to ensure that users select the right account.

As an example, assume that the first segment in the chart of accounts represents the company, the second is the natural account, and the third is a department. An account description would ideally be something like "ABC Co.-Cash-Marketing" or "ABC Co.-Accounts Payable-Operations". In reality, accounts tend to look like "Marking Cash, ABC" or "AP Ops". This makes it hard for users to find and select the right account.

Dynamics GP provides a mechanism to ensure that new accounts follow a set naming pattern. Rather than adding a description to the chart of accounts every unique option in each segment is given a name in a setup screen. When that item is selected Dynamics GP provides the name of that segment from the setup. This builds the name of the resulting account on the fly and creates a consistent naming convention for the chart.

We'll use the sample company to set up and use Account Segment descriptions to cook this recipe.

Getting ready

To set up account segment descriptions:

  1. 1. Select Financial from the Navigation Pane. Select Segment under the Setup section.

  2. 2. Set Segment ID to Segment1. Use the lookup button (indicated by a magnifying glass) in the Number field to find number 100. Add or change the description to Sales. Click on Save:

  1. 3. Set Segment ID to Segment2. Use the lookup button (magnifying glass) in the Number field to find number 1100. Add or change the description to Accounts Receivable. Click on Save.

  2. 4. Set Segment ID to Segment3. Use the lookup button (magnifying glass) in the Number field to find number 01. Add or change the description to Marketing. Click on Save.

How to do it...

To create an account description using account segments:

  1. 1. Select Financial from the Navigation Pane. Select Accounts under the Cards section.

  2. 2. In the Account field enter 100-1100-01 and press Tab.

  3. 3. The name will be automatically built in the Description field from the descriptions of the three segments in the account number:

How it works...

Having consistent account descriptions prevents errors by providing clear and consistent account naming, making it easy for users to select the right account. This recipe also makes it easy for users who create accounts. They no longer have to wrestle with the right naming order. Unfortunately, it does not provide a mechanism to fix existing accounts. Users will have to cook up that recipe on their own.
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