Account structure setup and Financial dimensions

Transcription

1 Contents Account structure setup and Financial dimensions... 1 What is the functionality of the Account structure setup?... 3 Account structure setup What are the relevant commands?... 3 Types of dimensions... 6 Setup new Financial dimensions... 9 Concept of the Account structure example using Advanced rule Same example without Advanced rule What is the impact and the functionality of the Account structure setup? Example how you can use the advanced rule together with Financial dimension template in purchase order with Procurement category Dimension on header and lines Accounting rule setup in GL parameter in field Values used for summary account SUPPORT TOPIC Account structure setup and Financial dimensions General ledger Setup Ledger: In the Ledger form you decide which Account structure is valid for this company General ledger Setup Chart of accounts Configure account structures: you find all Account structures which are setup 1

2 In our Demo data in company CEE this Account structure is setup For this Account structure an Advanced rule is also setup. You can open the Advanced rule only from the Account structure form. Here you select the Advanced rule structure which is setup in the menu Advanced rule structure. = > Account structure and Advanced rule structure can be shared. = > Advanced rule cannot be shared. 2

3 That setup means that on all Main account fields in journals, Purchase order lines, etc. you will see 3 dimensions: Department, CostCenter and Expense purpose. Each time you edit the Account structure it goes into draft mode. You cannot use the account structure until you active it (changes are applied) or you restore it (changes are ignored). What is the functionality of the Account structure setup? It is a validation tool. Nothing else. It is not a tool which generates or defaults dimension values. Account structure setup What are the relevant commands? How do I open the form where I define the selection? Then this form opens 3

4 and you can enter the data you need. How to add further conditions? Click left from the <all values> field and a new Department node can be added How to delete a Segment? Highlight the column you want to delete. Then the icon shows up On this icon - right mouse click - Delete How to delete a combination? 4

5 Click here What do the symbols mean? = Blanks are not allowed = Blanks are allowed 5

6 Types of dimensions Organizational dimensions Account structure setup and Financial dimensions in AX 2012 One Number sequence Number sequence is valid for all dimensions in General ledger Setup - Organization Changed number sequence for the following examples: If Manual is activated you can name the dimensions according to your needs. 6

7 Dimensions from other modules (in the same company) General ledger Setup Financial dimensions Create new dimension Item groups The Financial dimension values that are displayed are the existing item groups of all companies. They are listed with the company information in column Company. The item groups are setup in the Inventory module Same goes for dimension Projects (setup in Project management) or Expense purpose (setup in Travel and expense module), etc. Custom dimensions General ledger Setup Financial dimensions Create new dimension Custom dimension 7

8 Name it whatever is appropriate Decide if they are for one company only or if they are a Shared value 8

9 Setup new Financial dimensions Custom dimension Region Setup in General ledger Setup Financial dimensions Corp EMEA Cost centers Setup in General ledger Setup - Organization DEV SUP Item groups Setup in Inventory management Setup Inventory Item groups NAV AX 9

10 Concept of the Account structure example using Advanced rule We do not want to apply financial dimensions for all Balance sheet accounts P & L accounts must be posted with Cost center DEV or SUP P & L accounts can be posted with Item group AX or NAV Travel expenses must be posted additionally with Region EMEA or Corp 1. Balance sheet accounts Activate the new Account structure 10

11 P & L accounts Account structure setup and Financial dimensions in AX 2012 Define the Main account numbers Add the Cost center dimension Define which Cost centers are mandatory, do not checkmark Allow blanks 11

12 Add the item Group dimension Since Item group is optional activate the field Allow blanks Go to General ledger Setup Chart of accounts Advanced rule structure Create the condition that Travel expense accounts need to be posted with the dimension Region 12

13 Activate the Advanced rule structure Go back to the Account structure CEE P + L setup and click Advanced rule Determine for which ledger accounts the Advanced rule structure is valid 13

14 and add the Advanced rule structure in the form Close the form Activate the Account structure CEE P+L Go to General ledger Setup Ledger Remove the existing Account structure Add the newly create Account structures for CEE The following message will pop up. Click Yes 14

15 Now that the new account structure is in place you see all financial dimensions included in this setup on all main accounts, no matter if they are active for this account. 15

16 Main account 0250: Account structure setup and Financial dimensions in AX 2012 The travel expense account additionally shows the Advanced rule Same example without Advanced rule Remark: if you would not use the Advanced rule it would require a much more complicated account structure setup. But it would work anyhow. Alternative setup without Advanced rule First row: 16

17 Second row: Account structure setup and Financial dimensions in AX

18 What is the impact and the functionality of the Account structure setup? Example: Free text invoice posting When you select a Cost center which exists, but is not part of the account structure setup an error message will be displayed: Then you select the correct Cost center and the invoice can be posted. When you have a look at the posted voucher you will notice that not all dimensions which were setup in the Free text invoice have been used in the ledger posting. 18

19 The Customer balance account is posted without any dimension. Because in the Account structure for Balance sheet accounts no dimension is setup. The dimension Region EMEA is missing on the transaction of ledger account This is because the Advanced rule for using dimension Region is only valid for travel expense accounts. 19

20 Example how you can use the advanced rule together with Financial dimension template in purchase order with Procurement category The following steps show how you can post expenses in a purchase order by using Procurement categories. At the same time you can ensure that the expenses are split to the financial dimensions according to a specific template setup. Go to Procurement and sourcing Setup Categories Procurement categories Click Edit category hierarchy Click New category node Name it as you need it Now go to Inventory and warehouse management Setup Posting Transaction combinations. Make sure that field Activate item relation category is activated 20

21 Then go to Inventory and warehouse management Setup Posting Posting. In tab Purchase order Purchase expenditure for expense you can setup a ledger account for the Category Travel expenses In General ledger Setup Financial dimensions Financial dimension default templates create a new template. Here you determine how to allocate costs to different dimensions. 70 % go to Cost center DEV and Item group AX and Region EMEA 30 % go to Cost center SUP and Item group AX and Region Corp Now you can create a purchase order and select Procurement category Travel expenses. Open fast tab Line details and here you can select the new template Travel. When you click on View distributions you can see how the line amount is split over the dimensions according to the template. You see also the ledger account 6650 setup on the inventory posting profile. 21

22 This is the posted purchase order invoice voucher: 22

23 Dimension on header and lines Accounting rule setup in GL parameter in field Values used for summary account Free text invoice with 2 lines and different dimension on each line. Customer account US-008 is setup with Business Unit 004 RESULT: the amounts posted on the Customer balance account are split according to the dimensions of the invoice line. Change GL parameter Create and post the same Free text invoice. RESULT: the Customer balance account is posted with the dimension of the customer master data 23

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25 SUPPORT TOPIC Scenario: Account is setup with fixed dimension.. This dimension is used as condition in Advanced rule. See bug report DAXSE. The setup you made in the account structure followed the idea that in specific scenarios a fixed dimension should overrule the account structure setup. On the main account you determine that Business Unit OU_5137 is a fixed dimension. In parallel you set up an Advanced rule with the condition where Business Unit = OU_5137 then the Advanced rules structure(costcenter = OU_3567) should be applied.. So you expected to control the condition Business Unit = OU_5137 by setting it up as fixed dimension on the main account. When the user wants to post an invoice the system throws error Changes have been made to the combination XXX since the combination was last used. The combination must be re-validated to be used. Example in our demo data: On ledger account 1136 (Product receipt account in CEE) you setup Business Unit OU_5137 as fixed dimension In the setup of the Advanced rule you set the condition Where BusinessUnit is OU_5137 and add the Advanced rule structure which says : Cost center = OU_3567 (Advanced rule structure must be setup before) 25

26 When you try to post a product receipt in a Purchase order you will see the following error message: Warning Posting\Purchase order: _064\Voucher _RVCost Changes have been made to combination 1136-OU_ since the combination was last used. The combination must be revalidated to be used. Warning Posting\Purchase order: _064\Voucher _RVCost Update has been canceled because of an error. Info Posting\Purchase order: _064\Voucher _RVCost Reported from company accounts cee Error Posting\Purchase order: _064 Posting has been canceled. Error Posting An error occurred during update 26