Microsoft Dynamics GP Analytical Accounting

Analytical Accounting is a tool that helps you to analyze, interpret, and create reports based on your company's chart of accounts. Using ... Skiptomaincontent Thisbrowserisnolongersupported. UpgradetoMicrosoftEdgetotakeadvantageofthelatestfeatures,securityupdates,andtechnicalsupport. DownloadMicrosoftEdge Moreinfo Tableofcontents Exitfocusmode ReadinEnglish Save Tableofcontents ReadinEnglish Save Feedback Edit Twitter LinkedIn Facebook Email Tableofcontents MicrosoftDynamicsGPAnalyticalAccounting Article 04/01/2022 124minutestoread 4contributors Isthispagehelpful? Yes No Anyadditionalfeedback? FeedbackwillbesenttoMicrosoft:Bypressingthesubmitbutton,yourfeedbackwillbeusedtoimproveMicrosoftproductsandservices.Privacypolicy. Submit Thankyou. Inthisarticle AnalyticalAccountingisatoolthathelpsyoutoanalyze,interpret,andcreate reportsbasedonyourcompany’schartofaccounts. UsingAnalyticalAccounting,youcanbetterassessyourcompany’saccounts.You canalsostoreinformationwhichcannotbecomputedinmonetarytermssuchas labourhours.Youcanenterdetailedanalysisinformationwithoutresortingto segmentalaccounting.Youcancreatebudgetsusinganalysisdimensionsand compareyouractualfigureswithbudgetedfigures. WithAnalyticalAccounting,youcan: Setupunlimitedanalysisdimensions. Enteranalysisinformationforagroupofanalysisdimensions. Createbudgetsusingtheanalysisdimensionsyou’vesetup. PerformcomprehensivereportingbyexportinganalysisqueriestoMicrosoftExcel. Important YoumustbeusingExcel2000orhighertoexportAnalyticalAccountingqueriestoExcel. Thismanualisdesignedtogiveyouanunderstandingofhowtousethefeatures ofAnalyticalAccounting,andhowitintegrateswiththeMicrosoftDynamicsGP system. TomakebestuseofAnalyticalAccounting,youshouldbefamiliarwith system-widefeaturesdescribedintheSystemUser’sGuide,theSystemSetup Guide,andtheSystemAdministrator’sGuide. Somefeaturesdescribedinthedocumentationareoptionalandcanbepurchased throughyourMicrosoftDynamicsGPpartner. ToviewinformationaboutthereleaseofMicrosoftDynamicsGPthatyou’reusing andwhichmodulesorfeaturesyouareregisteredtouse,chooseHelp>>About MicrosoftDynamicsGP. Themanualisdividedintothefollowingparts: Part1,Setup,describesthesetuptasksyouneedtocompletetostartusingAnalyticalAccounting.Itexplainshowtosetupanalysiscodesandaccountclassesinordertoenteranalysisinformation.Italsodescribeshowyoucansetupbudgetsforagroupofanalysisdimensions. Part2,Transactions,providesdetailedinformationaboutenteringandviewinganalysisinformationforyourtransactions.Formoreinformation,seeMicrosoftDynamicsGPAnalyticalAccountingPart2:Transactions. Part3,Routines,InquiriesandReports,describeshowtoperformqueriesfortheanalysisinformationyouhaveenteredandgeneratereports.Formoreinformation,seeMicrosoftDynamicsGPAnalyticalAccountingPart3:Routines,InquiriesandReports. Part1:Setup UsethispartofthedocumentationtounderstandhowyoucanstartusingAnalyticalAccounting.Thefollowinginformationisdiscussed: Chapter1,“Setup”introducesyoutoAnalyticalAccountingandexplainshowtosetitupforyourcompany. Chapter2,“Cards”providesinformationaboutsettingupanalysiscodesforAnalyticalAccounting. Chapter3,“Budgets”explainshowtosetupbudgettreesandassignbudgetstonodesandaccountcombinations.ItalsoexplainshowyoucanexportandimportbudgetedinformationtoExcel. Chapter1:Setup TheAnalyticalAccountingSetupwizardhelpsyoucompletethetasksrequired tobeginusingAnalyticalAccounting.Youcanusetheinformationhereto thenspecifyAnalyticalAccountingoptions.Youcansetuppostingoptions, modifycolumnheaders,definefiscalyearsandsetuptheSmartListfor AnalyticalAccounting.Youcanalsosetdefaultlabelsfortheuser-defined fieldstobeusedinanalysisdimensions.Youcanspecifywhether transactionscanbepostedwithpartialanalysisinformation. WhenyousetupAnalyticalAccounting,youcanopeneachsetupwindowand enterinformation,oryoucanusetheSetupChecklistwindow(Administration >>Setup>>SetupChecklist)toguideyouthroughthesetupprocess.See yourSystemSetupGuide(Help>>Contents>>selectSettingupthe System)formoreinformationabouttheSetupChecklistwindow. Note AnalyticalAccountingisnotcompatiblewithSQLServer7.0. Thisinformationisdividedintothefollowingsections: AnalyticalAccountingoverview Creatingdefaultrecords SettinguppostingoptionsforAnalyticalAccounting ActivatingAnalyticalAccounting Assigningsecurityrolesandtaskstousers SettingupAnalyticalAccountingoptions Modifyingcolumnheadingsforinquiriesandreports Definingfiscalyears SettingupSmartListintegration Settingupdefaultuser-definedfieldsfortransactiondimensions Settingupassignmentoptions Settingupuseraccesstocodes AnalyticalAccountingoverview Thefollowingflowchartshowsyouthesequenceinwhichyouwillsetup AnalyticalAccounting,enteranalysisinformation,andgeneratequeriesand reports. Creatingdefaultrecords AfterinstallingAnalyticalAccounting,youmustruntheCreateDefaultRecordroutineusingtheAnalyticalAccountingSetupwizard.Youmustrunthisroutineonce,foreachcompanyregisteredinyourMicrosoftDynamicsGPsystem. Important YoumustbeloggedinasSAorDYNSAtosetupAnalyticalAccounting. Tocreatedefaultrecords: OpentheAnalyticalAccountingSetupwizardwindow.(Administration>> Setup>>Company>>AnalyticalAccounting>>Setup) TheoptionCreateDefaultRecordismarkedbydefault.Thisoptionisonlyavailableifithasnotalreadybeencompleted. ChooseNexttogototheSelectedOptionwindow,orchooseCanceltoexit thesetupprocess. ThetasksthatwillbeperformedaredisplayedintheSelectedOptionwindow. ChooseFinishtoperformthetasksdisplayed.Anarrownexttoataskinthe scrollingwindowindicatestheprogressofthetasksthatarerunning.As eachtaskiscompleted,acheckmarkappearsnexttoit.Ifanyerror occurs,anerrorsignisdisplayed. ChooseOKtoclosethewindowwhenallthetasksarecompleted. SettinguppostingoptionsforAnalyticalAccounting Onceyou’veinstalledAnalyticalAccountingforyourcompany,youmustset uptheappropriatepostingoptionsforAnalyticalAccountinginthe MicrosoftDynamicsGPPostingSetupwindow.Besurethatyou’vecompleted thistaskbeforeyouactivateAnalyticalAccounting, Inordertocollectanalyticalinformationforanaccount,theaccountmust belinkedtoanaccountclass.AnalyticalAccountingdoesnotsupport postinginsummary.Therefore,youmustensurethateachaccountinthe AccountMaintenancewindowthatyouwanttolinktoanaccountclasshasits levelofpostingsettodetail.RefertoLinkingaccountstoanaccountclassforinformationaboutlinkingaccountstoanaccountclass. TosetuppostingoptionsforAnalyticalAccounting: OpenthePostingSetupwindow.(Administration>>Setup>>Posting>> Posting) RefertotheMicrosoftDynamicsGPpostingsetupprocedures(Help>> Contents>>SettinguptheSystem)and(Help>>Contents>>Usingthe System)forinformationaboutsettinguppostinginMicrosoftDynamicsGP. InthePostingSetupwindow,selecttheoptionCreateaJournalEntryper TransactionorBatch.IfyouselectBatch,marktheUseAccountSettings option. SelectPayrollintheSeriesfieldandAllintheOriginfield,andmarkthe PostinDetailoptiontopostU.S.Payrolltransactionsindetailforall origins,exceptPeriodEndReports. Important YoumustmarkthisoptiontoenterandviewanalysisinformationforU.S.payrolltransactions. OnceAnalyticalAccountingisactivated,youcannotselectCreateaJournalEntryPerBatchwithoutmarkingUseAccountSettings.YoualsocannotunmarktheUseAccountSettingsoptionafterAnalyticalAccountinghasbeenactivated.However,youcanchangethepostingoptiontoCreateaJournalEntryperTransaction,orperBatchwithUseAccountSettingsmarkedafterAnalyticalAccountinghasbeenactivated. AfterAnalyticalAccountinghasbeenactivated,anyaccountthathasalevelofpostingsettosummaryintheAccountMaintenancewindowcannotbelinkedtoanaccountclass.Afteryouhavelinkedanaccounttoanaccountclass,youcannotchangethelevelofpostingfromdetailtosummaryintheAccountMaintenancewindow. CompletethesetupproceduresandchooseOKorSavetosavethepostingsetup. ActivatingAnalyticalAccounting YoumustactivateAnalyticalAccountinginallthecompanieswhereitwill beused.TheActivateAnalyticalAccountingroutinecanbeaccessedthrough theAnalyticalAccountingSetupwizard. Youcannotenterorviewanalysisinformationforyourtransactionsbefore youactivateAnalyticalAccounting.Also,theSmartlistfoldersthatare createdforAnalyticalAccountingwillnotdisplayanydatauntilyouhave activatedAnalyticalAccounting. Youcan,however,accessAnalyticalAccountingSetupandCardswindowsand createnecessarysetupinformationsuchastransactiondimensions, relations,andcodesbeforeactivatingAnalyticalAccounting. BeforeactivatingAnalyticalAccounting,youmusthavemarkedthe appropriateoptionsinthePostingSetupwindow.RefertoSettingupposting optionsforAnalyticalAccountingformoreinformation. Theprocessofactivationwillalsoensurethatthelastupdatedbalancesin yourMicrosoftDynamicsGPaccountsaretransferredtotheAnalytical Accountingsystemtables. ToactivateAnalyticalAccounting: OpentheAnalyticalAccountingSetupWizardwindow.(Administration>> Setup>>Company>>AnalyticalAccounting>>Setup) MarktheActivateAnalyticalAccountingoptiontoactivatetheproductfor thecompanyyouareloggedinto.IfyouhavenotregisteredAnalytical Accounting,amessageappearswhenyoumarktheoptionActivateAnalytical Accountingpromptingyoutodoso.ContactyourMicrosoftDynamicsGP representativeformoreinformationaboutregistration. TheActivateAnalyticalAccountingoptionisavailableonlyifyou’vecreatedthedefaultrecordsforthecompanyyouareloggedinto.RefertoCreatingdefaultrecordsformoreinformation. ChooseNexttogotothenextsetupwindowwhichdisplaysthetasksthatare performed. ChooseFinishtoperformthetasks.Anarrownexttoataskinthescrolling windowindicatestheprogressofthetasksthatarerunning.Aseachtaskis completed,acheckmarkappearsnexttoit.Ifanyerroroccurs,anerror signisdisplayed. Whenallthetasksarecompleted,chooseOKtoclosethewindow. Assigningsecurityrolesandtaskstousers Individualsecurityisrole-basedinMicrosoftDynamicsGP.Eachusermust beassignedtoasecurityrolebeforetheycanaccessanyforms,reports,or otherdatawithinMicrosoftDynamicsGP.AfterinstallingAnalytical Accounting,theusermustaddtheAArolestoeachuser,andaddtheAA securitytaskstotheappropriateroles.Ifthisisnotdone,theuserwill nothaveaccesstoanyAnalyticalAccountinginformation. Tobeginassigningusersecurity,identifythedailytasksthatauser completeswithinMicrosoftDynamicsGP.Theneitherselectfromthedefault securityrolesorcreatenewsecurityrolesthatonlygrantaccesstothe tasksthattheuserneeds. Forexample,userABCisananalysismanagerforFabrikam,Inc.,andneeds accesstosetupandadministerAnalyticalAccounting,enteroredit transactiondimensionsorperformotheranalysistasks.Reviewthedefault securityrolesinMicrosoftDynamicsGPtofindonethatgrantsaccessto theappropriateanalysisfunctionalityforuserABC.Forourexample,theAA MANAGER*securityroleisappropriateforuserABC.UsetheUserSecurity SetupWindowtoassigntheAAMANAGER*securityroletouserABCinthe Fabrikam,Inc.company. ThedefaultsecurityrolesforAnalyticalAccountingareAAMANAGERandAA CLERK.Youcanassignthefollowingdefaultsecuritytaskstotheseroles. Youcanalsocreatenewrolesandtasksbasedonyourrequirement. ADMIN_AA_001* CARD_AA_001* TRX_AA_001* INQ_AA_001* INQ_AA_002* RPT_AA_001* AADEFAULTUSER* ADMIN_AA_002* TospecifysecuritysettingsforspecifictasksinAnalyticalAccounting, usethe SecurityTaskSetupwindow.(Administration>>Setup>>System>> SecurityTasks)Toassignsecuritytaskstothesecurityroles,usethe SecurityRoleSetupwindow(Administration>>Setup>>System>> SecurityRoles)andgrantaccesstotherequiredwindows,reportsorfiles. RefertotheSystemSetupdocumentationformoreinformationonsecurityin MicrosoftDynamicsGP. SettingupAnalyticalAccountingoptions Youcansetupposting,viewing,anddeletionoptionsintheAnalytical AccountingOptionswindow. TosetupAnalyticalAccountingoptions: OpentheAnalyticalAccountingOptionswindow.(Administration>>Setup >>Company>>AnalyticalAccounting>>Options) MarkthePostCashReceiptdepositsautomaticallyinBankReconciliation optionsothatcashreceiptsenteredinReceivablesManagementdirectly updatethecheckbookbalancewhenposted.Youwillnotberequiredtopost thecashreceiptagainfromtheBankDepositEntrywindow(Transactions>> Financial>>BankDeposits)inBankReconciliationifyoumarkthis option. MarkthePostthroughtoGeneralLedgerforTransactionPostingoptionto directlyupdatepostingaccountswhenindividuallyenteredtransactionsare postedfromthesubsidiarymodules.Batchesarecreatedduringtransaction postinginthesubsidiarymodulesandautomaticallyupdatetheposting accountsaftertheindividualtransactionshavebeenpostedfromthese modules. MarktheAllowDeletionofTransactionDimensionsoptiontodeletetransactiondimensionsthatexistinpostedtransactionsfromtheTransactionDimensionMaintenancewindow.RefertoDefiningtransactiondimensionsformoreinformationaboutdeletingatransactiondimension. Tip Youcanrestrictusers’abilitytodeleteatransactiondimension.Todothis,opentheSecuritySetupwindow(Administration>>Setup>>System>>Security)anddenyaccessasnecessary,totheTransactionDimensionMaintenancewindow. MarktheShowInactiveTrxDiminAcctClassMaintwindowoptiontoviewthe transactiondimensionsthathavebeensettoinactiveintheAccounting ClassMaintenancewindow.RefertoDefiningtransactiondimensionsfor moreinformationaboutmakingatransactiondimensioninactive. MarktheShowInactiveTrxDiminDimRelationswindowoptiontoviewthe transactiondimensionswhichhavebeensettoinactiveintheTransaction DimensionRelationswindow.RefertoDefiningtransactiondimensionsfor moreinformationaboutviewinginactivetransactiondimensions. MarktheEnableTransactionDimensionsinPayroll(UnitedStates)optionto enabletransactiondimensionsfortransactionsenteredthroughthePayroll (UnitedStates)series.Thisoptionisavailableonlyifyouhaveregistered thePayrollmoduleintheRegistrationwindow(Administration>>Setup >>System>>Registration).RefertotheMicrosoftDynamicsGP documentationformoreinformation. Note YoumustmarkthePostinDetailoptionforthePayrollseriesinthePostingSetupwindowbeforeyoucanenabletransactiondimensionsinU.S.Payroll. UnmarktheAllowspecialcharactersinTrxDim./Codesoptionifyouare usingFRx®withAnalyticalAccounting.FRxdoesnotsupporttransaction dimensionIDsorcodeIDsthatcontainspecialcharacters. MarktheShowvalidcodecombinationsintrnsandbudgetsoptionif required.SelectingthisoptionwilldisplayintheCodelookupwindowonly thosecodesthathaveavalidcombinationwiththecodesthatyouhave alreadyselectedforananalyticaltransactionorforabudgettree. MarktheIncludedimensionsintheyearendcloseoptiontomoveanalysis informationtohistoryintheyearendcloseprocess.RefertoIncluding AnalyticalAccountingintheyear-endcloseprocess. MarktheEnableTrx.DimensionsinFixedAssetsoptiontoenabletransaction dimensionsfortransactionsenteredthroughtheFixedAssetGLposting.This optionisavailableonlyifyouhaveregisteredforFixedassetmodulein theRegistrationwindow(Administration>>Setup>>System>> Registration).RefertotheMicrosoftDynamicsGPdocumentationformore information. ChooseUser-DefinedtoopentheAnalyticalDefaultUser-DefinedFieldsSetup window.RefertoSettingupdefaultuser-definedfieldsfortransaction dimensionsformoreinformation. ChooseColumnHeadingtoopentheColumnMaintenancewindow.Referto Modifyingcolumnheadingsforinquiriesandreportsformoreinformation. ChooseReportingPeriodstoopentheReportingPeriodswindow.Referto Definingfiscalyearsformoreinformation. ChooseSmartListIntegrationtoopentheSmartListIntegrationwindow. RefertoSettingupSmartListintegrationformoreinformation. ClicktheprintericonbuttontoprinttheCompanyOptionsreport. ChooseRedisplaytoreverttothelastsavedinformationinthescrolling window. ChooseOKtosavethechangesmadetothewindowandclosethewindow. ChooseCanceltoclosethewindowwithoutsavingthechanges. Modifyingcolumnheadingsforinquiriesandreports AnalyticalAccountingusespre-definedcolumnstoclassifyinformationin theMultilevelQuerywizard.Youcanmodifythecolumnheaderandcolumn descriptioninformationforeachcolumn.Columnsarecreatedforactual figures,budgetedfiguresandvariances.RefertoCreatingandrunninga multilevelqueryformoreinformationaboutmultilevelqueries. Youcannotcreateordeleteanycolumninthiswindow. Tomodifycolumnheadingsforinquiriesandreports: OpentheColumnMaintenancewindow.(Administration>>Setup>>Company >>AnalyticalAccounting>>Options>>ColumnHeadingbutton) TheColumnDescriptionfielddisplaysthedescriptionofthecolumn.Select thedescriptionandenterauniquecolumndescription,ifneeded. TheColumnHeaderfielddisplaysthestandardheaderasabriefdescription forthecolumn.Enterauniquecolumnheader,ifneeded. Thecolumntypeandcolumndatatypewillbedisplayedwhenyouclickthe showbutton.Youcannotmodifythisinformation.Thecolumnstypesare Standard-Debit,Standard-Credit,Standard-Budget,andStandard-Variance ChooseLoadDefaultstoinsertthedefaultcolumndescriptionandheader information. Choosetheprintericonbuttontoprintallthecolumndefinitions. ChooseRedisplaytoupdatethewindowbydisplayinganynewinformation sinceyoulastmodifiedthecolumnheadings. ChooseOKtoclosethewindow. Definingfiscalyears TheReportingPeriodswindowdisplaysthecalendarandfiscaldefinitionfor thefiscalyearsthataresetupinMicrosoftDynamicsGP.Whiledoingan analysisorpreparingareport,youcanswitchbetweentheCalendarand Fiscalview.Thefiscalyearcanbeviewedbydate,week,period,quarter, orhalfyear. Todefinefiscalyears: OpentheReportingPeriodswindow.(Administration>>Setup>>Company >>AnalyticalAccounting>>Options>>ReportingPeriodsbutton) TheYearfielddisplaysthecurrentopenyear.Selectayearfromthefiscal yearssetupinMicrosoftDynamicsGP.TheFiscalViewandtheCalendarview columnsdisplayinformationfortheselectedyear. Choosetheprintericonbuttontoprintthesettingsfortheselectedyear. ChooseOKtoclosethewindow. SettingupSmartListintegration YoucanaddAnalyticalAccountingrecordstotheSmartListusingthe SmartListIntegrationwindow.AlltherecordsthatyouaddtotheSmartList willalsobecomeavailableintheReportList(Reports>>ReportList).In theReportListwindow,chooseActions>>AddtoMyReports,toopenthe AddtoMyReportswindow,whereyoucanaddareporttotheMyReportslist. RefertotheMicrosoftDynamicsGPdocumentationformoreinformationonMy Reports. FolderswillbecreatedattherootlevelintheSmartListforthefollowing typeofrecords: AAAccountingClasses AADistributionQueries AAMultilevelQueries AATrees AATrxDimensionCodes AATrxDimensions AADimensionBalances AnalyticalAccountingTransactions AssetID BookID IfyouchoosetoprocessafolderthatalreadyexistsintheSmartList Integrationwindow,theAnalyticalAccountingrecordsrelatedtothatfolder willbeaddedtotherelevantfolderintheSmartList. TosetupSmartListintegration: OpentheSmartListIntegrationwindow. (Administration>>Setup>>Company>>AnalyticalAccounting>> Options>>SmartListIntegration) MarktheoptionsyouwanttocreateintheInstallfield.TheSmartList FolderlistsallthefoldersthatyoucaninstallintoaSmartList. IfyoumarkacheckboxandchooseProcess,afolderwillbecreated.For example,ifyoumarkAATrxDimensionandchooseProcess,afolderis createdfortransactiondimensionintheSmartListthatwilldisplayallthe existingtransactiondimensions. Ifyouunmarkacheckboxthathadbeenmarkedearlier,thefolderwillbe removedfromtheSmartListafteryouclickProcess. ChooseMarkAlltoselectallthefoldersinthescrollingwindow. ChooseUnmarkAlltounmarkallthefoldersinthescrollingwindow. ChooseProcesstoaddorremovetheSmartListfoldersthatyou’veselected. ChooseOKwhenamessageappearsaftertheSmartListfoldershavebeen created. ChooseCanceltoclosethewindowwithoutsavingthechangesmadetothe scrollingwindow. Settingupdefaultuser-definedfieldsfortransactiondimensions AnalyticalAccountingallowsyoutoenterlabelsforuptotwenty user-definedfieldsforeachalphanumerictransactiondimension. User-definedfieldsareoffourtypes:Text,Numeric,DateandCheckbox.You candefineuptofivefieldsofeachtype.Youcanusethesefieldstoenter additionalinformationforeachtransactiondimensioncodethatyou’veset up.Thisinformationcanbeprintedonthemultilevelqueryreportthatyou generateforthetransactiondimensioncode. Tosetupdefaultuser-definedfieldsfortransactiondimensions: OpentheAnalyticalDefaultUser-DefinedFieldsSetupwindow. (Administration>>Setup>>Company>>AnalyticalAccounting>> Options>>User-Definedbutton) Modifythelabelforeachuser-definedfieldifrequired.Thesystem generatedlabelforeachuser-definedfieldisthesameasthefieldname. Forexample,thesystemgeneratedlabelforTextField1isTextField1. Youcannotenterthesamelabelintwofields.Thelabelenteredforeach fieldissavedassoonasyoumovetoanotherfieldinthewindow. Thelabelsyouenterinthiswindowwillbethedefaultlabelsforallalphanumerictransactiondimensionsthatyou’vesetup.Youcanchangetheselabelsforeachalphanumerictransactiondimension.RefertoSettingupuserdefinedfieldspertransactiondimensionformoreinformation. ChooseLoadDefaultstoclearallthevaluesyou’veenteredandrevertto thesystemgeneratedvalues. ChoosetheprintericontoprinttheAnalyticalDefaultUser-DefinedFields SetupReport. ChooseOKtoclosethewindow. Settingupassignmentoptions Youcanspecifyifthedistributionamountofananalyticalaccountistobe assignedfullyorpartially.Youcanpostpartiallyassignedtransactionsin thosemoduleswhereyouallowpartialassignments.BydefaultFixedAssets willbeunmarkedduringtheupgrade.WhenAnalyticalaccountingisactivated FixedAssetwillbemarkedbydefaultonanewinstalloranewcompany. Tosetupassignmentoptions: OpentheAssignmentSetupwindow.(Administration>>Setup>>Company >>AnalyticalAccounting>>Assignment) AlltheMicrosoftDynamicsGPmodulesthatintegratewithAnalyticalAccountingarelistedinthescrollingwindow.TheFulloptionismarkedforallbydefault.Thisindicatesthatthedistributionsmustbefullyassignedbeforeyoucanpostthetransactions. Note InthecaseofBankManagementtransactions,youcanpostatransactionwithpartialassignments,ifyou’veallowedpartialassignmentsforthemodulethatyou’repostingtheBankManagementtransactionto.TheInventorymoduleisnotincludedsinceassignmentsarenotallowedinthismodule. UnmarktheFulloptionforthemoduleswhereyouwanttoallowpartial assignments.Ifyouallowpartialassignmentsforamodule,youcanposta transactionevenifthesumofassignmentsenteredforananalyticalaccount isnotequaltothedistributionamountoftheanalyticalaccount. Youcanmarkandunmarkthisoptionatanytimeforeachmodule.Theoptionsthatyouhavesavedwillapplytoallun-postedandfuturetransactions. Marktheoption“NoWarningWhenPartialAssignmentsAreAllowed”ifyoudo notwanttobewarnedwhilesavingorpostingpartiallyassigned transactions.Whenthisoptionisunmarked,youwillbewarnedeachtimeyou saveorpostapartiallyassignedtransaction.YoucanchooseYesonthe messagetocontinuesavingorpostingwithpartialassignments. YoucanmarkthisoptionevenwhentheFulloptionhasbeenmarkedforallmodules.Youcanmarkorunmarkthisoptionatanytime. ChoosetheRedisplaybuttontoreverttothelastsavedchangesonthe window. ChooseOKtosaveyourchangesandclosethewindow. ChooseCanceltoclosethewindowwithoutsavinganychanges. ChoosePrinttoprinttheAssignmentOptionsreportfortheassignment optionsthatyou’vesavedforeachmodule. Settingupuseraccesstocodes UsetheUserAccesstoTrxDimensionCodeswindowtospecifywhichusers havepermissiontousetransactiondimensioncodesindistributionsand adjustments.Thiswillensurethattheanalysisinformationatthetimeof postingtransactionsoradjustmentsisenteredonlybyuserswiththeaccess tousetherequiredcodes. Ifyou’realreadyusingAnalyticalAccounting,thenallexistingusersin thecompanywillhaveaccesstodistributeandadjustalltheexisting transactiondimensioncodesbydefault.However,whenyoucreateanewcode, youmustspecifytheuserswhohavepermissiontousethatcodein transactions.Also,anynewusersthatyoucreateinthecompanymustbe givenaccesstotheexistingtransactiondimensioncodesthattheyare requiredtouse. Securityaccesstouseatransactiondimensioncodeisgranted automaticallytotheuserwhocreatedthecodeduringtransactionentry. Theuseraccessthatyousetupisvalidonlyforthecompanythatyou’re loggedinto.Togiveusersaccesstocodesforanothercompany,youmust logintothatcompanyandgranttherequiredaccess. Youcanspecifyuseraccessonlyforcodesbelongingtoalphanumeric transactiondimensions.Youcangiveaccesstouserspertransaction dimensioncode,peruserorperemployee.IfyouareusingAnalytical AccountingwithPayroll(UnitedStates),theuserprovidedwithaccessto employeescanview,sortandfilteranalysisinformationinmultilevelquery anddistributionqueryreports. Userscanstillviewthetransactiondimensioncodesthoughtheymaynot havepermissiontodistributeoradjustthosecodes. Tosetupuseraccesspertransactiondimensioncode: OpentheUserAccesstoTrxDimensionCodeswindow.(Administration>> Setup>>Company>>AnalyticalAccounting>>UserAccess) TheTypefielddisplaysTransactionDimensionasthedefaultselection. SelectanalphanumerictransactiondimensionintheTransactionDimension field.Youcanselectanactiveoraninactivetransactiondimension. SelecttheTransactionDimensionCodeforwhichyouwanttosetuseraccess. ThescrollingwindowdisplaysalltheuserIDsyou’vesetupforthecompany.Youcanaddorremoveusersfromthescrollingwindow. MarktheDistributeandAdjustoptionsfortheuserstowhomyouwantto giveaccesstotheselectedcode.Unmarktheseoptionsfortheuserstowhom youdonotwanttogiveaccess. IfyouarealreadyusingAnalyticalAccounting,theDistributeandAdjustoptionsaremarkedbydefaultforallexistingusers. IntheDefaultValuesforUserIDfield,marktheDistributeandAdjust optionstogiveaccesstoalltheusersdisplayedinthescrollingwindow. Unmarktheseoptionstoremoveaccessforallusersdisplayedinthe scrollingwindow. ChooseSavetosaveyouraccesssettingsandclearthewindow. ChooseCleartoclearthewindowwithoutsavingchanges. ChooseRedisplaytoreverttothelastsavedchanges.Thescrollingwindow willalsodisplayanynewusersthathavebeensetupinthecompanysince youopenedthiswindow. Tosetupuseraccessperuser: OpentheUserAccesstoTrxDimensionCodeswindow.(Administration>> Setup>>Company>>AnalyticalAccounting>>UserAccess) SelectUserIDintheTypefield. SelecttheuserIDintheUserIDfield. Selectanalphanumerictransactiondimension.Youcanselectanactiveor inactivetransactiondimension.Thescrollingwindowdisplaysallthe transactiondimensioncodesbelongingtotheselectedtransactiondimension. Youcanaddorremovecodesfromthescrollingwindow. MarktheDistributeandAdjustoptionsforthecodestowhichyouwantto giveaccesstotheselecteduser.Unmarktheseoptionsforthecodesto whichyoudonotwanttogiveaccess. IfyouarealreadyusingAnalyticalAccounting,theDistributeandAdjustoptionsaremarkedbydefaultforallexistingtransactiondimensioncodes. IntheDefaultValuesforTrxDimensionCodesfield,marktheDistributeand Adjustoptionstogiveaccesstoallthecodesdisplayedinthescrolling window.Unmarktheseoptionstoremoveaccessforallcodesdisplayedinthe scrollingwindowfortheselecteduser. ChooseSavetosaveyouraccesssettingsandclearthewindow. ChooseCleartoclearthewindowwithoutsavingchanges. ChooseRedisplaytoreverttothelastsavedchanges.Thescrollingwindow willalsodisplayanynewtransactiondimensioncodesthathavebeensetup inthecompanysinceyouopenedthiswindow. Tosetupuseraccessperemployee: OpentheUserAccesstoTrxDimensionCodeswindow.(Administration>> Setup>>Company>>AnalyticalAccounting>>UserAccess) SelectEmployeeintheTypefield. Inthescrollingwindow,marktheViewcolumnforeachcorrespondingUserID towhichyouwanttograntpermissiontoview,sort,andfilterbyemployee IDondistributionandmultilevelqueryreports. ChooseSavetosaveyouraccesssettingsandclearthewindow. ChooseCleartoclearthewindowwithoutsavingchanges. ChooseRedisplaytoreverttothelastsavedchanges. Chapter2:Cards Youcansetupvarioustransactiondimensions,relationshipsbetween alphanumerictransactiondimensions,transactiondimensioncodes,andvalid codecombinationsinordertoenteranalysisinformation.Theprocessof creatingaccountclassesandlinkingaccountstoanaccountclassin AnalyticalAccountingalsoisexplained.Informationabouttreesandtree structures,whichareusedinreporting,isalsoexplained. Thisinformationisdividedintothefollowingsections: Definingtransactiondimensions Settingupuser-definedfieldspertransactiondimension Settingtransactiondimensionrelationships Changingtheorderoftransactiondimensions Definingtransactiondimensioncodes Enteringdetailsforuser-definedfieldspercode Definingcombinationsbetweentransactiondimensioncodes Copyingatransactiondimensioncodecombination Creatinganalias Copyinganalias Importinganalias Formattoimportaliases Settingupanaccountclass Linkingaccountstoanaccountclass Linkingaccountstoclassesandnodes Settingupaccountaccesstocodes Enteringanalysisinformationforfixedassetstransactions Settinguptrees Definingatreestructure Copyingatreestructure Linkingmasterrecordstoanexistingtreestructure Addingmasterrecordstoanexistingtree Definingtransactiondimensions Usethefollowinginformationtosetupvarioustypesoftransaction dimensions.Atransactiondimensionisanytransactioncriterionthatyou canclassify,reportandanalyzeforaperiod.Atransactiondimensioncan beAlphanumeric,Numeric,Yes/No(Boolean)orDateType.Forexample,you cansetupCostCentre,ProfitCentre,Country/Region,BillableorHoursas transactiondimensions.Youcandefineanynumberoftransactiondimensions accordingtoyouranalysisorreportingrequirements. Note IfyouareintegratingAnalyticalAccountingwithFRx,besurethat transactiondimensionsdonotcontainanyspecialcharactersinthem.Refer toSettingupAnalyticalAccountingoptionsforinformationonavoidinguse ofspecialcharacters. Todefinetransactiondimensions: OpentheTransactionDimensionMaintenancewindow.(Cards>>Financial >>AnalyticalAccounting>>TransactionDimension) Enterthenameofatransactiondimension. Note UseadifferentnameforthetransationdimensionotherthanthesixAAdimensionsthatalreadyexist. MarkInactiveifyoudonotwanttoenteranalysisinformationforthe transactiondimensionduringtransactionentry.Aninactivatedtransaction dimensioncannotbeusedtocreateanalysisinformation.UnmarktheInactive checkboxtoactivateatransactiondimension. SelecttheanalysistypeofthetransactiondimensionfromtheDataType list.Forexample,analphanumericdatatypecouldbeaprofitcentreofthe company,numericcouldbethequantityofunitssold,booleancouldbea billableorsaleableitem,anddatetypecouldbethedateonwhichgoods aredispatched. Thedatatypeyouselectisusedtodeterminetheadditionalsetupinformationthatyoucanorcannotcreateforatransactiondimension.Italsodeterminesthetypeofanalysisinformationthatyoucanenterforthetransactiondimension.Forexample,ifyouselectadatatypeofNumeric,youcanenteronlynumbersasanalysisinformation. EnterthedescriptionforthetransactiondimensionintheDescription1 field. Enteranyadditionaldescriptionsforthetransactiondimensioninthe Description2field. KeeptheCreateNewCodesontheFlyoptionmarkedtocreatealphanumeric transactiondimensioncodesduringtransactionentry.Thiswillallowyouto opentheTransactionDimensionCodeMaintenancewindow(Cards>>Financial >>AnalyticalAccounting>>TransactionDimensionCode)toaddanew alphanumerictransactiondimensioncodeduringtransactionentry.Unmarkthe optionifitisnotrequired. MarktheCreateNewCodesinBackgroundoptiontocreatenewalphanumeric transactiondimensioncodesinthebackgroundduringtransactionentry. Selectingthisoptionwillautomaticallyaddthenewcodeduringtransaction entrytotheexistingcodesofthealphanumerictransactiondimension.This optionisavailableonlyifyouselectedtheCreateNewCodesontheFly option. Note Inthecaseofnon-alphanumerictransactiondimensions,transactiondimensioncodesarealwayscreatedinthebackground. SelectthenumberofdecimalplacesfromtheDecimalPlaceslistto determinethenumberofdecimalplacesthatcanbeusedforanumeric transactiondimensioncode.Thisfieldisavailableonlyifthedatatypeof thetransactiondimensionisNumeric. SelecttheUofMScheduleIDtolinkaUnitofMeasureIDtoaNumeric transactiondimension.Thebaseunitisdisplayedbesidethenumeric transactiondimensioncodeduringtransactionentry.Thisfieldisavailable onlyifthedatatypeofthetransactiondimensionisNumeric. MarktheAllowAdjustmentsoptiontoallowtheselectedtransaction dimensiontobeadjustedintheAnalyticalAdjustmentEntrywindow.Youcan makeadjustmentsonlyfortransactiondimensionsthathavethisoption marked.Youcanmarkorunmarkthisoptionatanytime.RefertoAdjusting analysisinformationinpostedtransactionsformoreinformationon adjustments. MarktheCodeRequiredDuringAdjustmentoptiontomakeenteringacodea requiredcriteriaduringadjustmententry.Youcannotpostanadjustment untilyouenteraTransactionDimensionCodeagainsttheTransaction Dimension.Thisoptionisunmarkedandnotavailableifyou’venotmarked AllowAdjustments. MarktheIncludeInYearEndCloseoptiontoincludetheanalysis informationforalphanumerictransactiondimensionsduringtheyearend closingprocess.YoumusthavealsomarkedtheIncludeInYearEndClose optionforthetransactiondimensionintheAnalyticalAccountingOptions window. ChooseUser-DefinedtoopentheTransactionDimensionUser-DefinedFields Setupwindow.Youcanenteruniquelabelsforeachtransactiondimension thatyouhavesetup. ChooseRelationstoopentheTransactionDimensionRelationswindow.The Relationsbuttonisonlyavailableforalphanumerictransactiondimensions. RefertoSettingtransactiondimensionrelationshipsformoreinformation. ChooseOrdertoopentheTransactionDimensionOrderwindowtochangethe orderofthetransactiondimensionsthatyou’vecreated.RefertoChanging theorderoftransactiondimensionsformoreinformation. ChooseCodestoopentheTransactionDimensionCodeMaintenancewindowif thetransactiondimensionisalphanumeric.RefertoDefiningtransaction dimensioncodesformoreinformation. ChoosethePrintdrop-downlisttoprintsetupdetailsofthetransaction dimensioncurrentlydisplayedorallthetransactiondimensionsthatyou havecreated. ChooseSavetosavethedetailsthatyouhaveenteredforthetransaction dimension. ChooseCleartoclearthewindow. ChooseDeletetodeleteatransactiondimensionwithallitscodesand relations,ifapplicable.Youcannotcarryoutanyinquiriesfortransaction dimensionsthathavebeendeleted. IfyouhavecreatedaqueryorqueriesusingtheDistributionQuerywizard orMultilevelQuerywizard,youcannotdeleteatransactiondimensionthat hasbeensavedinsuchqueryorqueries.Referto*Chapter17, “Inquiries”*formoreinformationaboutqueries.Youalsocannotdeletea transactiondimensionthatisusedinabudgettreeID. Youcandeleteatransactiondimensionthatexistsinpostedtransactions onlyifyouhaveselectedtheAllowDeletionofTransactionDimensions optionintheAnalyticalAccountingSetupwindow(Administration>>Setup >>Company>>AnalyticalAccounting>>Setup). Settingupuser-definedfieldspertransactiondimension Youcanchangethedefaultlabelsyou’vesetupintheAnalytical User-DefinedSetupwindow,andassignuniquelabelsforeachalphanumeric transactiondimension. Tosetupuser-definedfieldspertransactiondimension: OpentheTransactionDimensionUser-DefinedFieldsSetupwindow.(Cards>> Financial>>AnalyticalAccounting>>TransactionDimension >>User-Definedbutton) ThetransactiondimensionanddescriptionaredisplayedintheTransaction DimensionandDescriptionfields. Modifythelabelforeachuser-definedfieldifrequired.Youcannotenter thesamelabelintwofields.Thelabelenteredforeachfieldissavedas soonasyoumovetoanotherfieldinthewindow. Thevaluesyouenterinthiswindowwillbetheuser-definedfieldnamesfor alltransactiondimensionscodesbelongingtotheselectedtransaction dimension.YoucanenterdetailsforeachfieldcodeintheTransaction DimensionCodeUser-DefinedFieldsMaintenancewindow.RefertoEntering detailsforuserdefinedfieldspercodeformoreinformation. ChooseLoadDefaultstoclearallthevaluesyou’veenteredandrevertto thevaluesenteredintheAnalyticalDefaultUser-DefinedFieldsSetup window. ChoosetheprintericontoprinttheTransactionDimensionUser-Defined FieldsSetupReport. ChooseOKtoclosethewindow. Settingtransactiondimensionrelationships Thefollowinginformationexplainsthevariouskindsofrelationshipsthat youcansetupbetweenalphanumerictransactiondimensions.Youcancreatea relationshipofownershipbetweenalphanumerictransactiondimensionswhere atransactiondimensionisownedorownsanothertransactiondimension.For example,youcansettherelationshipbetweenprofitcentreP1andcost centreC1as:P1ownsC1.Youcancreateothercombinationsaswellinthe TransactionDimensionRelationswindow.Settinguprelationshipswillalso easedataentry. Tosettransactiondimensionrelationships: OpentheTransactionDimensionRelationswindow. (Cards>>Financial>>AnalyticalAccounting>>TransactionDimensionRelation) (Cards>>Financial>>AnalyticalAccounting>>TransactionDimension>>Relationsbutton) Enterorselectanalphanumerictransactiondimension.Thescrollingwindow displaysalltheotheralphanumerictransactiondimensionsthatyouhave createdexceptthetransactiondimensionthatyouhaveselected. Inactivealphanumerictransactiondimensionswillbedisplayedinthe TransactionDimensionRelationswindowifyouhavemarkedtheShowInactiveTrxDiminDimRelationswindowoptionintheAnalyticalAccountingSetupwindow. Selectthetypeofrelationshiptoestablishbetweentheselected transactiondimensionandtheothertransactiondimensionsdisplayedfrom theRelationList.Youcansettherelationshipbetweentransaction dimensionstooneofthefollowingoptionsintheRelationlist: AllcombinationsallowedAllcodecombinationsbetweentwotransaction dimensionsarepermitted.Forexample,ifthetransactiondimensionsprofit centreandcostcentrearesettoarelationshipofAllCombinationsAllowed thenanyprofitcentrecodecanbeusedwithanycostcentrecode. CombinationnotallowedCodecombinationsbetweentwotransaction dimensionsarenotpermitted.Forexample,transactiondimensionprofit centreandcostcentresettoaCombinationrelationshipisnotallowed; thencodecombinationbetweenthesetransactiondimensionsisnotallowed. Ifyousettherelationshipbetweentwoalphanumerictransactiondimensions toCombinationnotallowed,youcannotuseboththetransactiondimensions atthesametimeforanalysisduringtransactionentry. IsownedbyWheretheselectedalphanumerictransactiondimensionis ownedbyanotheralphanumerictransactiondimension.Forexample,cost centreC1isownedbyprofitcentreP1. OwnsTrxDimensionwheretheselectedalphanumerictransactiondimension ownsanotheralphanumerictransactiondimension. Example SupposethatfactoryX(whichisacostcentre)manufacturesonlyProductY (whichisaprofitcentre).Youcancreatearelationshipwherethecost centreownstheprofitcentre.Thiswillensurethatallanalysis informationenteredfortheexpensesincurredbythecostcentre automaticallywillbepickedupfortheprofitcentre. Analphanumerictransactiondimensioncanownonlyonealphanumeric transactiondimension.Additionally,analphanumerictransactiondimension cannotbeownedbymorethanonealphanumerictransactiondimensionata time. TherelationshipsIsownedbyandOwnsTrxDimensionrequirecombinationsto besetbetweenthecodesoftheowningandownedalphanumerictransaction dimensions.Forexample,factoryX(costcentre)manufacturesonlyProductY (profitcentre).Youwouldhavetocreateacombinationwhereacodeofthe costcentre,factoryX,ownsacodeoftheprofitcentre,ProductY. Whilecreatinganalysisinformation,thecodeoftheownedtransaction dimensionwillderivetherelevantcodeoftheowningtransactiondimension. Forexample,ifyouenterProductYwhileenteringanalysisinformation,it willderivethecodeFactoryX,asyouhavecreatedacombinationbetween thecodesFactoryXandProductY. Thecodeofanowningtransactiondimensioncanownanynumberofcodesof theownedtransactiondimension.However,acodeoftheownedtransaction dimensioncanbeassignedtoonlyonecodeoftheowningtransaction dimensionatatime. YoucansetthecodecombinationwhilecreatingcodesintheTrxDimension CodeMaintenancewindoworintheTransactionDimensionCodeValidation window. Ifyoudeleteatransactiondimensionthatownsanothertransaction dimension,thecodesoftheowningtransactiondimensionalsowillbe deleted.Therelevantcodesoftheownedtransactiondimensionwillnownot beownedbyanycode. AnalphanumerictransactiondimensionthathasbeensettoInactive,cannot ownanyotheralphanumerictransactiondimension.However,theowned alphanumerictransactiondimensioncanbeinactive. Thecodeorcodesofanowningtransactiondimensionmustbeactivebefore youcreateacombinationwithcodeorcodesoftheownedtransaction dimension. ValidsubsetCertaincodecombinationsbetweentwotransaction dimensionsarepermitted.Thisrelationallowsyoutorestrictthecode combinations. Example SalesZoneAisaRevenueCentre.ThereareproductsX,YandZ.Revenue CentreAsellsonlyProductsXandY,whicharesetasaProfitCentre.You canspecifythatRevenueCentreisavalidsubsetofProfitCentreand createavalidcodecombinationofAwithXandY.Thiswillensurethat whereRevenueCentreandProfitCentreareusedtogetherwhileentering analysisinformation,AcanbeusedonlywithXandYorviceversa. Youcansetthecodecombinationsbetweenthetransactiondimensionsinthe TransactionDimensionCodeValidationwindow. ChoosetheShowasTreebuttontoopentheTransactionDimensionDependency (Relation)Inquirywindowwherethetransactiondimensionsaredisplayedin theformofatree.Referto*Chapter17,“Inquiries”*formoreinformation. ChooseSavetosavethechangesyou’vemade. ChooseCleartoclearthewindow. ChooseRedisplaytoreverttotheinformationlastdisplayedinthewindow. Thewindowalsowilldisplayanyotheralphanumerictransactiondimensions thathavebeencreatedbyotheruserswhileyouweresettingup relationships. Changingtheorderoftransactiondimensions Youcanchangetheorderinwhichthetransactiondimensionswillappear duringtransactionentryandinquirywindowsusingtheTransactionDimension Orderwindow.Therelevanttransactionentryorinquirywindowdisplaysthe transactiondimensionsintheorderthatisspecifiedintheTransaction DimensionOrderwindow. Tochangetheorderoftransactiondimensions: OpentheTransactionDimensionOrderwindow. (Cards>>Financial>>AnalyticalAccounting>>TransactionDimension Order) (Cards>>Financial>>AnalyticalAccounting>>TransactionDimension >>OrderButton Thetransactiondimensionsandtheirdescriptionsaredisplayedinthe scrollingwindowintheordertheywerecreated. ChoosetheMovetoTopbuttontoshiftaselecteditemtothetopofthe list. ChoosetheMoveUpbuttontoshiftaselecteditemonelineupinthe listwindow. ChoosetheMoveDownbuttontoshiftaselecteditemonelinedownin thelistwindow. ChoosetheMovetoBottombuttontoshiftaselecteditemtothebottom ofthelistwindow. ChooseSavetosavechangesyou’vemade. ChooseCanceltoclosethewindowwithoutsavingthechanges. Definingtransactiondimensioncodes Usethefollowinginformationtodefinealphanumerictransactiondimension codes.Transactiondimensioncodesarethedefinedvaluesoftransaction dimensionsthatyouenterduringtransactionentryandforwhichanalysis informationiscollected. IfyouareintegratingAnalyticalAccountingwithFRx,besurethat transactiondimensioncodesdonotcontainanyspecialcharactersinthem. RefertoSettingupAnalytical Accountingoptionsforinformationonavoidinguseofspecialcharacters. Todefinetransactiondimensioncodes: OpentheTransactionDimensionCodeMaintenancewindow. (Cards>>Financial>>AnalyticalAccounting>>TransactionDimension Code) (Cards>>Financial>>AnalyticalAccounting>>TransactionDimension >>Codesbutton) EnterorselectanalphanumerictransactiondimensionintheTrxDimension field. EnteracodeintheTrxDimensionCodefield.Forexample,ifyour manufacturingunitsareCostCentres,youcanenterthelocationofa manufacturingunit,sayFargo,asaCostCentrecode. Ifatransactiondimensionownsanothertransactiondimension,youfirst needtocreatethecodesfortheowningtransactiondimension.Forexample, ifaProfitCentreownsaCostCentre,thenyouhavetofirstcreatecodes fortheProfitCentre. Atleastoneactivecodemustexistforanowningtransactiondimension beforeyoubegintocreatecombinationswiththecodesoftheowned transactiondimension.Youcannotdeletethelastremainingcodeofthe owningtransactiondimensionifcodesexistfortheownedtransaction dimension. Note YoumustgrantaccesstouserstousethiscodeintheUserAccesstoTrx DimensionCodeswindow.However,securityaccesstouseatransaction dimensioncodeisgrantedautomaticallytotheuserwhocreatedthecode duringtransactionentry. EnterthedescriptionforthetransactiondimensioncodeintheDescription 1field. Note Twotransactiondimensioncodescannothavethesamedescription. Enteranyadditionaldescriptionforthetransactiondimensioncodeinthe Description2field. MarkInactiveifyoudonotwanttousethetransactiondimensioncodeto createanalysisinformation.Tousethetransactiondimensioncodeduring transactionentry,youmustunmarktheInactivecheckbox. Youcannotinactivatethefollowingcodes: Analphanumerictransactiondimensioncodethatownsanotheralphanumeric transactiondimensioncode.Thiswillbeapplicableeveniftheowned alphanumerictransactiondimensioncodeisinactive. AtransactiondimensioncodethathasbeensetasadefaultforaFixedor HiddenAlphanumerictransactiondimension.Thecodemustberemovedasa defaultbeforeitisinactivated.RefertoSettingupanaccountclassfor moreinformationaboutdefaultcodesandFixedandHiddentransaction dimensions. Youcaninactivatethefollowingcodes: ThedefaultcodesoftheRequiredorOptionalAlphanumerictransaction dimensions.Whenyouinactivatetransactiondimensioncodes,theywillbe removedfromtherelevantaccountclassintheAccountingClassMaintenance window.RefertoSettingupanaccountclassformoreinformationabout accountclasses. Youcancreatecodesforinactivealphanumerictransactiondimensions,but youcanusethesecodesonlyifthetransactiondimensionisactivated. IntheLinkedtoNodefield,selectanodeforthespecifictransaction dimensioncodeaseachcodehastobelinkedtoavalidnodeoftheMain Tree. AMainTreeiscreatedbydefaultforeachAlphanumericTransaction Dimensionthatyoucreate.Youcancreateanunlimitednumberofadditional trees.YoucanalsocreateanewnodefromtheLinkedtoNodefield.Refer toSettinguptreesformoreinformation. IntheOwnedByfield,selectacodeofthetransactiondimensionthatwill ownthetransactiondimensioncodeyouarecreating.Thisfieldisavailable onlyifatransactiondimensionisownedbyanothertransactiondimension. ChooseCodeValidationtoopentheTrxDimensionCodeValidationwindow whereyoucansetvalidcombinationsbetweentransactiondimensioncodesof theselectedalphanumerictransactiondimensionandtheotherexisting alphanumerictransactiondimensions.RefertoDefiningcombinationsbetween transactiondimensioncodesformoreinformation. Wheretransactiondimensionsarevalidsubsets,youcancreatevalidcode combinationsbetweeninactivetransactiondimensioncodes.However,these codescannotbeusedtilltheyhavebeenactivated.ReferSetting transactiondimensionrelationshipsformoreinformationaboutvalid subsets. ChooseUser-DefinedtoopentheTransactionDimensionCodeUser-Defined FieldsMaintenancewindow,whereyoucanentervaluesfortheuser-defined fieldsyouhavesetup. Choosetheprintericonbuttontoprintareportforthedetailsyouhave setupforthecodesofthetransactiondimensioncurrentlydisplayedorfor allalphanumerictransactiondimensions. ChooseSavetosavethechangesyou’vemade. ChooseCleartocleartheentriesyou’vemade. ChooseDeletetoremovethetransactiondimensioncodedisplayed.Youcannot deleteatransactiondimensioncodeifyouhaveuseditinanyposted transaction.Todeletesuchatransactiondimensioncode,youwillhaveto deletethetransactiondimensionthatthecodebelongsto. Youcannotdeleteatransactiondimensioncodeifitisusedasadefault codeofafixedalphanumerictransactiondimensionintheAccountingClass Maintenancewindow.Youalsocannotdeleteatransactiondimensioncodethat isusedinabudgettreeID. Ifyoudeleteacodethatownsanothercode,thecodethatisownedwillbe automaticallyassignedtothenextavailablecodeoftheowningalphanumeric transactiondimension. Enteringdetailsforuser-definedfieldspercode Onceyou’veenteredlabelsfortheuser-definedfieldsthatyouwanttouse, youcanenterdetailsforeachfieldintheTransactionDimensionCode User-DefinedFieldsMaintenancewindow.Youcanenterdifferentdetailsfor eachcodethatyouhavesetup. Toenterdetailsforuser-definedfieldspercode: OpentheTransactionDimensionCodeUser-DefinedFieldsMaintenancewindow. (Cards>>Financial>>AnalyticalAccounting>>TransactionDimension Code>>User-Definedbutton) TheTransactionDimension,andTransactionDimensionCodefieldsdisplaythe selectedcodeforwhichyou’reenteringuser-definedinformation. Enterthenecessaryvaluesintheuser-definedtext,numeric,anddate fields. Marktherequiredcheckboxfields. ChooseOKtoclosethewindow.YoumustchooseSaveontheTransaction DimensionCodeMaintenancewindowinordertosavethevaluesyou’ve entered. ChoosetheprinticonontheTransactionDimensionCodeMaintenancewindow toprinttheTransactionDimensionCodeMaintenancereportalongwiththe detailsforuser-definedfields. Definingcombinationsbetweentransactiondimensioncodes Youcansetcombinationsbetweenthetransactiondimensioncodesof alphanumerictransactiondimensionsthatyouhavecreated,usingthe TransactionDimensionCodeValidationwindow.Thesecombinationsare verifiedduringtransactionentrywhileenteringanalysisinformationand therefore,youcan’tentercodecombinationsthataren’tvalid.Inaddition, ifthecombinationbetweentwotransactiondimensioncodesisn’tvalid,it willnotpassthevalidationroutineinAnalyticalAccounting. Thecombinationbetweenthetransactiondimensioncodesonlycanbesetif transactiondimensionsarealphanumeric.Youcannotdefineacode combinationiftherelationshipbetweenthetwotransactiondimensionsis settoCombinationnotAllowedorAllcombinationsallowed. Youcanchangetheownershipbetweenthetransactiondimensioncodesinthis window. Todefinecombinationsbetweentransactiondimensioncodes: OpentheTransactionDimensionCodeValidationwindow.(Cards>>Financial >>AnalyticalAccounting>>TransactionDimensionCodeValidation) IntheTrxDimensionfield,selectatransactiondimension.Allthe transactiondimensioncodesthatyou’vecreatedfortheselectedtransaction dimensionaredisplayedintheleftscrollingwindow.TheTrxDimensionCode columndisplaysthenamethatyouhaveassignedtothetransactiondimension codeintheTransactionDimensionCodeMaintenancewindow.TheDescription columndisplaysthedescriptionofthetransactiondimensioncodecreatedin theTransactionDimensionCodeMaintenancewindow. IntheRelatedTrxDimensionfield,selectthetransactiondimensionthat youwillusetocreateacodecombination.Arelatedtransactiondimension isonethatisownedbyorisavalidsubsetofthetransactiondimension selectedintheTrxDimensionfield. Allthecodesoftherelatedtransactiondimensionwillbedisplayedinthe rightscrollingwindow.Iftherelationshipbetweenthetransaction dimensionsisthatofownership,thecombinationbetweenthecodesofthe ownedandowningtransactiondimensionsthatyouhaveenteredinthe TransactionDimensionCodeMaintenancewindowwillbedisplayed. Tocreateavalidcodecombinationbetweentransactiondimensionsthatare validsubsetsorinthecaseofownership,selectandmarkacodeforboth thetransactiondimensionsandtherelatedtransactiondimension.Youcan selectonlyonecodeatatimefromthetransactiondimensionandrelated transactiondimension.Thecodesyouhavemarkedwillconstituteavalid combination. Forexample,ifyouhaveselectedCostCentreintheTransactionDimension fieldandProfitCentreintheRelatedTransactionDimensionfield(which arevalidsubsets),youcancreateavalidcodecombinationbetweenthecode C1ofCostCentreandP1ofProfitCentre.MarkC1andP1inthescrolling windowtocreatethecombination.YoualsocanmarkC1andP2orC2andP1, therebycreatingunlimitedvalidcodecombinations. IntheRelatedTransactionDimensionfield,youalsocanselecta transactiondimensionwheretherelationshipthatexistsisCombinationNot AllowedorAllCombinationAllowed.However,youcan’tselectanycodesof thesetransactiondimensions. TheInactivefielddisplaysthealphanumerictransactiondimensionsthat havebeeninactivated.Youcancreatecombinationsbetweenthecodesof inactivealphanumerictransactiondimensionsthatarevalidsubsets. ChooseSavetosaveacodecombination. Choosetheprintericonbuttontoprintareportdisplayingthecode combinationsofthetransactiondimensioncodethatishighlightedinthe leftscrollingwindowwiththecodesoftherelatedtransactiondimension. Youcanalsoprintareportdisplayingthecodecombinationsbetweenall codesofthetransactiondimensionwiththecodesoftherelatedtransaction dimension. Tointerchangethetransactiondimensionsbetweentheleftandright scrollingwindows,chooseSwitch. ChooseCleartocleartheinformationfromthewindow. ChooseRedisplaytoreverttotheinformationlastdisplayedandtodisplay anyothertransactiondimensioncodesthathavebeencreatedwhileyouwere settingcoderelationships. ChooseCopytoopentheCopyTransactionDimensionCodeValidationCopy window.ReferCopyingatransactiondimensioncodecombination40formore information. ChooseMarktomarkthecodethathasbeenselectedfromtherightscrolling window. ChooseUnmarktounmarkthecodeselectedfromtherightlistwindow. Copyingatransactiondimensioncodecombination Youcancopyone,all,orasubsetoftherelatedtransactiondimensioncode combinationsintheTransactionDimensionCodeValidationwindowtothe transactiondimensioncodesofanothertransactiondimensionusingtheCopy TransactionDimensionCodeCombinationswindow.Copyingisonlypossibleif therelationbetweenthetwotransactiondimensionsissettoValidSubset intheTransactionDimensionRelationswindow.ReferSettingtransaction dimensionrelationshipsformoreinformation. Example SalesZoneAisaRevenueCentre.SalesZoneAsellsonlytwoproducts,X andY. You’vedefinedProductsasProfitCentres.IntheTransactionDimensionCode Validationwindow,youhavecreatedacombinationbetweenSalesZoneAand ProductsXandY.UsingtheCopybutton,youcancreatethesamecombination withanyothersaleszone,saySalesZoneB. Youmustselectacodeoftherelatedtransactiondimensioninthe TransactionDimensionCodeValidationwindowbeforeopeningtheCopy TransactionDimensionCodeCombinationwindow.Atransactiondimensioncode willbeselectedautomaticallywhenyouselectacodefortherelated transactiondimension. Tocopyatransactiondimensioncodecombination: OpentheCopyTransactionDimensionCodeCombinationswindow.(Cards>> Financial>>AnalyticalAccounting>>TransactionDimensionCode Validation>>Copybutton) TheCopyfromTrxDimensionfielddisplaysthesourcethatthecode combinationwillbecopiedfrom.Thesourcealwayswillbetherelated transactiondimensionthatisdisplayedintheTransactionDimensionCode Validationwindow. TheCopytoTrxDimensionfielddisplaysthedestinationtowhichthecode combinationmustbecopied.Thedestinationalwayswillbethetransaction dimensiondisplayedintheTransactionDimensionCodeValidationwindow. AllthetransactiondimensioncodesoftheCopytoTrxDimension,exceptfor thecodeselectedintheTransactionDimensionCodeValidationwindow,will bedisplayed.Allcodesdisplayedinthescrollingwindowwillbe automaticallyselected. Youcanselectone,allorasubsetoftransactiondimensioncodestocopy tothecodecombination.PressSHIFT+CTRLtoselectmorethanone transactiondimensioncodefromthelistwindow. ChooseCopytostarttheprocessofcopyingthetransactiondimensioncode combinationstothecodesyouhaveselected.Thewindowwillcloseassoon asthecopyingprocessiscomplete. Aftertheprocesshasbeencompleted,acombinationiscreatedbetweenSales ZoneBandProductsXandY. ChooseCanceltoclosethewindow.Thecodecombinationwillnotbecopied tothecodesyouhaveselectedinthewindow. Creatinganalias Youcancreatealiasestogroupthetransactiondimensioncodecombinations thatyouusewhileenteringanalysisinformationfortransactions.Aliases allowyoutoenterlargeamountsofanalysisinformationquicklyand accuratelyduringtransactionentry.Whenyouuseanalias,thecodes associatedwiththealiasdefaultfortheaccount.Youcanalsochangethe defaulttransactiondimensioncodesforthealiasduringtransactionentry. Youcancreatemultiplealiaseswithdifferentcombinationsoftransaction dimensioncodes.RefertoEnteringanalysisinformationforGeneralLedger transactionsformoreinformation. Tocreateanalias: OpentheAliasMaintenancewindow.(Cards>>Financial>>Analytical Accounting>>Alias) Enteraname,description,andashortdescriptionforthealiasthatyou aresettingup. Thescrollingwindowdisplaysallthealphanumerictransactiondimension codesthatyouhavesetup. MarktheInactivecheckboxtoinactivatethealiasdisplayedinthewindow. Youcannotuseaninactivealiasduringtransactionentry. Selectatransactiondimensioncodeforeachtransactiondimensionto includeinthealias. ChooseSavetosavethealiasyouhavesetup. ChooseCleartoclearthevalues,orDeletetodeletethealiasdisplayedin thewindow. ChooseCopytocopythetransactiondimensioncodesfromanexistingalias tosetupanotheralias.RefertoCopyinganaliasformoreinformation. ChooseImporttoimportthetransactiondimensioncodesfromanExcel applicationtothealias.RefertoImportinganaliasformore information. Copyinganalias Youcancopyanexistingaliastosetupanotheraliasandmodifyitas required.Thetransactiondimensioncodesfromtheexistingaliasarecopied tothenewalias.Youcanaddordeletetransactiondimensioncodesinthe newalias. Tocopyanalias: OpentheCopyAliaswindow.(Cards>>Financial>>AnalyticalAccounting >>Alias>>Selectanalias>>Copybutton) TheCopyfromAliasfielddisplaysthealiasyouselectedintheAlias Maintenancewindow. EnteranaliasnametocopytointheCopytoAliasfield. Enteradescriptionandashortdescriptionforthenewalias. ChooseCopytocopythetransactiondimensioncodestothenewalias. ChooseCanceltocanceltheprocessandclosethewindow. Importinganalias YoucanimportaliasinformationfromanExcelspreadsheetthathasbeenset upintherequiredformat.RefertoFormattoimportaliasesformore information. Toimportanalias: OpentheImportAliaswindow.(Cards>>Financial>>Analytical Accounting>>Alias>>Importbutton) SelectthepathfortheExcelfiletoimportthealiasinformationfrom. TheSelecttheWorksheetfielddisplaysalltheworksheetsintheselected Excelfile.Highlighttheworksheetthatyouwanttoimport. Selectadestinationforthelogfile. ChooseOKtoimportthealiasinformationfromtheselectedworksheet. Formattoimportaliases Youcanimportaliasesonlyiftheyareintherequiredformat.Thefirst lineinthe Excelsheetfromwhichyouareimportingthealiasinformationmustbe blank.TheExcelsheetmusthavethecolumnsAlias,Description, SDescription,TrxDim,andTrxDimCode. RefertoImportinganaliasformoreinformationonimportingaliases. Settingupanaccountclass Anaccountclassisacategoryofaccounts.Duringtransactionentry,it determinestheMicrosoftDynamicsGPaccountsthatyoucanenteranalysis informationfor.TheAnalyticalTransactionEntrywindow,whereyouwill enteranalysisinformation,canbeopenedinrelationtoaspecific MicrosoftDynamicsGPaccountonlyifsuchaccountislinkedtoanaccount class. IntheAccountingClassMaintenancewindow,youcandefinetransaction dimensionsforeachaccountthatcanbeusedduringtransactionentry,if linkedtoanaccountclass,toenteranalysisinformation.Youcanselect defaulttransactiondimensioncodesforeachofthetransactiondimensions, determineifdefaultcodescanbeoverwrittenduringtransactionentry,and alloworrestricttheabilitytoreportoncustomers,vendors,itemnumbers, andsiteIDs. Tosetupanaccountclass: OpentheAccountingClassMaintenancewindow.(Cards>>Financial>> AnalyticalAccounting>>AccountingClass) EnterorselectanaccountclassintheClassIDfield.Theexisting alphanumerictransactiondimensionswillbedisplayedinthescrolling window. EnteradescriptionfortheaccountclassintheDescription1field.Enter anadditionaldescription,ifrequired,intheDescription2field. IntheEnableReportingOnfield,markthefollowingoptionstoview analysisinformationabout: CustomersThiswillallowcustomernumberstobestoredduring transactionentryforreportingpurposes.Youcanviewanalysisinformation enteredinrelationtoacustomeragainstthetransactiondimensionssetup intheaccountclassortheaccountslinkedtotheclass.Ifyouunmarkthis option,youcannotviewanalysisinformationforcustomers. VendorsThiswillallowvendornumberstobestoredduringtransaction entryforreportingpurposes.Youcanviewanalysisinformationenteredin relationtoavendoragainstthetransactiondimensionssetupinthe accountclassortheaccountslinkedtotheclass.Ifyouunmarkthis option,youcannotviewanalysisinformationforvendors. EmployeesThiswillallowemployeeIDstobestoredduringtransaction entryforreportingpurposes.Youcanviewanalysisinformationenteredin relationtoanemployeeagainstthetransactiondimensionssetupinthe accountclassortheaccountslinkedtotheclass.Ifyouunmarkthis option,youcannotviewanalysisinformationforemployees. ItemNumbersThiswillallowitemnumberstobestoredduring transactionentryforreportingpurposes.Youcanviewanalysisinformation enteredinrelationtoanitemnumberagainstthetransactiondimensionsset upintheaccountclassortheaccountslinkedtotheclass.Ifyouunmark thisoption,youcannotviewanalysisinformationforitemnumbers. SiteIDsThiswillallowsiteIDstobestoredduringtransactionentry forreportingpurposes.Youcanviewanalysisinformationenteredin relationtoasiteIDagainstthetransactiondimensionssetupinthe accountclassortheaccountslinkedtotheclass.Ifyouunmarkthis option,youcannotviewanalysisinformationforsiteIDs. AssetIDsThiswillallowassetIDstobestoredduringtransaction entryforreportingpurposes.Youcanviewanalysisinformationenteredin relationtoaassetsIDagainstthetransactiondimensionssetupinthe accountclassortheaccountslinkedtotheclass.Ifyouunmarkthis option,youcannotviewanalysisinformationforassetsIDs. BookIDsThiswillallowbookIDstobestoredduringtransactionentry forreportingpurposes.Youcanviewanalysisinformationenteredin relationtoabookIDagainstthetransactiondimensionssetupinthe accountclassortheaccountslinkedtotheclass.Ifyouunmarkthis option,youcannotviewanalysisinformationforbookIDs. Inthescrollingwindow,youcanselecttheanalysistypeforeach transactiondimension.Thefollowinganalysistypesareavailableinthe DataTypefield: NotallowedTransactiondimensionwillnotbeavailabletocreate analysisinformationforaccountslinkedtotheaccountclass.Transaction dimensioncodescannotbeenteredforthistransactiondimensionduring transactionentry.ThetransactiondimensionswithananalysistypeofNot allowedwillnotbedisplayedintheAnalyticalTransactionEntrywindows. Bydefault,anynewtransactiondimensionthatisaddedwillhavean analysistypeofNotAllowed. RequiredTransactiondimensioncodesmustbeenteredforthetransaction dimensionforeachaccountthatislinkedtotheaccountclass. OptionalTheentryofatransactiondimensioncodeforsuchtransaction dimensionsoptional.Foreachaccountlinkedtotheaccountclass,analysis informationmayormaynotbeentered. FixedAdefaulttransactiondimensioncodemustbeenteredagainstthis transactiondimensionanditcannotbeoverwrittenduringtransactionentry. Thecodewillbeusedforallaccountslinkedtotheaccountclass.The defaulttransactiondimensioncodemustbeenteredandcanbeoverwritten onlyintheAccountingClassMaintenancewindow. Iftherelationshipbetweenalphanumerictransactiondimensionsis CombinationNotAllowed,theanalysistypeofoneofthetransaction dimensionsmustalwaysbeNotAllowed.Youcannotchangetheanalysistype fromCombinationsNotallowedtoRequiredorOptionalorFixed. Youcanenteradefaulttransactiondimensioncodeforthetransaction dimensioniftheanalysistypeofthetransactiondimensionisRequired, FixedorOptional.Thisdefaultdimensioncodewillbedisplayedduring transactionentryandonlycanbeoverwritteniftheanalysistypeofthe transactiondimensionisnotFixed. Ifyou’vemarkedtheShowvalidcodecombinationsintrnsandbudgetsoption intheAnalyticalAccountingOptionswindow,thenthelookupwindowwill displayonlythosecodesthathaveavalidcombinationwiththecodesyou havealreadyselectedforthetransaction. Note YouarerequiredtoenteradefaulttransactiondimensioncodeiftheanalysistypeofthetransactiondimensionisFixed. Ifthedistributionaccountsofafixedorvariableallocationaccountare linkedtoanaccountclass,youmustensurethatduringtransactionentry defaulttransactiondimensioncodesareenteredforalltransaction dimensionssettoRequiredintheclass.Thesecodeswillbeconsideredwhen youposttransactionscomprisingfixedorvariableallocationaccounts. Foranalphanumerictransactiondimension,youcanselectadefault transactiondimensioncodefromthetransactiondimensioncodeLookup window.Youalsocanviewinformationforacodeorcreateanewcodeby openingtheTransactionDimensionCodeMaintenancewindowfromtheTrx DimensionCodeDefaultLink. ForNumerictransactiondimensions,thefieldtotherightoftheTrx DimensionCodeDefaultfieldwilldisplaytheBaseUofMandthedecimal places,ifithasbeensetintheTransactionDimensionMaintenancewindow. ChoosetheShowbuttontodisplaythedescriptionoftheTrxDimensionCodes ofalphanumerictransactiondimensions. MarktheShowcheckboxtoviewtransactiondimensionswhileentering analysisinformationfortransactions.Thischeckboxwillbemarkedby defaultifthetransactiondimensionisRequired,FixedorOptional.Unmark thecheckboxifyoudon’twanttoviewthetransactiondimensionduring transactionentry. Youcannothideatransactiondimensionunlessadefaulttransaction dimensioncodehasbeenentered.IfthedefaultcodeofaRequiredor OptionaltransactiondimensionthatishiddenisremovedfromtheAccounting ClassMaintenancewindow,thetransactiondimensionautomaticallywillbe settoShow.However,transactiondimensionswillbedisplayedinInquiry windows,regardlessofthestatusmarkedhere. InactivetransactiondimensionswillbedisplayedintheAccountingClass MaintenancewindowifyouhaveselectedtheShowInactiveTrxDiminAcct. ClassMaintwindowoptionintheAnalyticalAccountingSetupwindow.The checkboxundertheInactivecolumnwillbemarkedautomaticallyifthe transactiondimensionisinactive.Thiscolumnisnon-editable. TheanalysistypeofaninactivetransactiondimensionalwayswillbeNot Allowed.Itcannotbechangedtoanyotheranalysistypeunlessthe transactiondimensionisactivated. ChooseAccountstoopentheAccountClassLinkwindow.ReferLinking accountstoanaccountclassformoreinformation. ChooseSavetosavethechangesyou’vemade.WhenyouchooseSave,the followingcheckstakeplace: Iftransactiondimensionshavebeendeletedorinactivated,amessageis displayedindicatingthattherelevanttransactiondimensionisdeletedor inactivated.TheAccountingClassMaintenancewindowwillbeclearedafter youclosethemessage. Ifatransactiondimensioncodeisdeletedorinactivatedamessageis displayedindicatingthattherelevantcodeisdeletedorinactivated.You cansavetheaccountclassonlyifyoureplaceorremovetherelevantcode. Iftherelationshipbetweenthedefaultcodesyou’vesetupintheAccount ClassMaintenancewindowisstillvalid. Iftherelationbetweenthedefaultcodesofsuchdimensionsisnolonger valid,amessageappears.Youcannotsavechangestotheaccountclassif thecombinationbetweencodesisnotvalid. ChooseCleartoclearthewindow. ChooseDeletetodeleteanaccountclass.Whenyoudeleteaclass,all informationrelatedtosuchclasswillberemovedfromallunposted transactions,whereaccountslinkedtosuchclasshavebeenused. TheAccountingClassMaintenancewindowwillbeupdatedwhenopenedafter thefollowingchangesaremade: Ifyouchangetherelationshipbetweentransactiondimensionsinthe TransactionRelationswindow,theanalysistypeofthetransaction dimensionswillbesettoNotAllowedintheAccountingClassMaintenance window.Thedefaultcodesyou’veenteredforthedimensionsalsowillbe removed. Ifyouchangetheownershipbetweencodesandthecodeshavebeenusedas defaultcodesintheAccountingClassMaintenancewindow,thecodeswillbe removedfromtheaccountclass. Example ProfitCentreownsCostCentre.CodeP1ownsC1.Bothcodesaredefault codesintheAccountingClassMaintenancewindow.Thisrelationshipis changedsothatC1isnowownedbyP2.IntheAccountingClassMaintenance window,P1andC1willbedeleted.However,youcannotchangethis relationshipifC1isusedasadefaultcodeforafixedtransaction dimension.Theanalysistypeofthetransactiondimensionhastobechanged priortochangingtheownership. Iftransactiondimensionsarevalidsubsetsandyouchangethecombination betweencodesusedasdefaultcodesintheTransactionDimensionCode Validationwindow,thecodeswillberemovedfromtheAccountingClass Maintenancewindow. Example ProfitCentreandCostCentrearevalidsubsets.CodeP1andC1aresetasa validcombinationandareusedasdefaultsintheAccountingClass Maintenancewindow.Subsequently,P1issetasavalidcombinationonlywith C2.IntheAccountingClassMaintenancewindow,C1andP1willberemoved. However,youcannotchangethecombinationbetweenC1andP1ifProfit CentreandCostCentreareFixedtypesandhavebeenusedasdefaultcodes. To dothis,youmustchangetheanalysistypeofProfitCentreandCostCentre fromFixedtoanyoftheotheravailableanalysistypes. TransactionDimensionsorTransactionDimensioncodesthathavebeendeleted orinactivatedwillberemovedfromtheAccountingClassMaintenancewindow. Todeleteorinactivatedefaulttransactiondimensioncodesforafixedor hiddentransactiondimension,youmustchangetheanalysistypesetforthe transactiondimensiontoshow. Linkingaccountstoanaccountclass UsetheAccountClassLinkwindowtolinkaccountstoanaccountclass. YoucanlinkanyMicrosoftDynamicsGPaccounttoanaccountclass,except forthefixedandvariableallocationaccounts.However,distribution accountsforfixedandvariableaccountscanbelinkedtoanaccountclass. Note Anaccountcanbelinkedonlytooneaccountclass. Tolinkaccountstoanaccountclass: OpentheAccountClassLinkwindow. (Cards>>Financial>>AnalyticalAccounting>>AccountingClass Maintenance>>Accountsbutton) (Cards>>Financial>>AnalyticalAccounting>>AccountingClassLink) Enterorselectanaccountclasstothattheaccountswillbelinkedto.The scrollingwindowwilldisplayalltheaccountsintheMicrosoftDynamicsGP ChartofAccountsexceptfixedandvariableallocationaccounts. FromtheShowAccountsoptions,selectoneofthefollowing: AllDisplaysallposting,andunitaccounts BalanceSheetDisplaysonlyBalanceSheetaccounts Profit/LossDisplaysonlyProfit/Lossaccounts UnitDisplaysonlyUnitaccounts FromtheLinkStatusoptions,selectoneofthefollowing: AllDisplaysallaccounts,whetherlinkedornot. LinkedDisplaysaccountswhicharelinkedtoanaccountclass. NotLinkedDisplaysaccountswhicharenotlinkedtoanyaccountclass. UsetheSearchbyfieldtosearchforaspecificaccountinthescrolling window.ThemethodyouusedependsontheoptionselectedfromtheViewMenu drop-downlist.Forexample,ifyouhaveselectedtheShowAccountsby accountoption,theSearchbyfieldwillallowyoutofindanaccountbased ontheaccount. Thescrollingwindowdisplaystheaccountsbasedontheoptionyouselect fromtheViewmenu.Tolinkanaccounttotheaccountclassdisplayed,mark theLinkcheckboxfortheaccounttolink. TheLinkedtoClassIDfielddisplaystheaccountclassthattheaccounthas beenlinkedto.Iftheaccountisnotlinkedtoanaccountclass,youcan selectanaccountclasstolinkittofromtheAccountingClasslookup window.Theaccountclassyouselectcanbedifferentfromtheclassthatis displayedintheAccountClassLinkwindow. Ifyouselectapostingaccountthat’susedasadistributionaccountofa fixedorvariableallocationaccounttolinktoanaccountclass,amessage willappearremindingyoutospecifydefaulttransactiondimensioncodesfor transactiondimensionssettoRequiredorOptionalintheAccountingClass window.ReferSettingupanaccountclassformoreinformationabout defaulttransactiondimensioncodes. TheAccountNofielddisplaystheaccount. TheAccountDescriptionfielddisplaysthedescriptionfortheaccount. ChooseMarkAlltomarkalldisplayedaccountstolinktheaccountstothe accountclassyouhaveselectedintheClassIDfield.Ifthepostingoption youhaveselectedinthePostingSetupwindow(Administration>>Setup >>Posting>>Posting)isCreateaJournalEntryPerBatch,amessage appearswhenyouchooseMarkAllindicatingthataccountssettoPostin Summarywillnotbemarked. ThisistoensurethatiftheUseAccountSettingsoptionisnotmarked,accountsthatpostinsummaryarenotlinkedtoanaccountclass.BeforeyouactivateAnalyticalAccounting,youcanensurethatthelevelofpostingofsuchaccountsissettodetailtolinkittoanaccountclass. Important YoumustmarktheCreateaJournalEntryperBatchandUseAccountSettingsoptionsinthePostingSetupwindowtoactivateAnalyticalAccounting.However,youcanlinkaccountstoanaccountclassbeforeAnalyticalAccountinghasbeenactivated. ChooseUnmarkAlltounmarkalltheaccountsthatwerepreviouslymarked.If youunmarkanaccountfromanaccountclassandiftheaccountexistsinan unpostedtransaction,analysisinformationfortheaccountwillbedeleted fromthetransaction.Inaddition,anyaccountthatisremovedfroman AccountingClasscannotbeadjustedontheAnalyticalAdjustmentEntry.If theaccountexistsinanun-postedadjustment,anyadjustmentmadeforthat accountwillbedeletedoncetheaccountisunmarkedfromtheaccounting class. ChooseSavetosavethelinksyouhavemade. ChooseCleartoclearthewindow. Linkingaccountstoclassesandnodes UsetheAnalyticalAccountingAccountMaintenancewindowtolinkaccountsto bothanaccountclassandanodeonthemaintree. YoucanlinkanyMicrosoftDynamicsGPaccounttoanaccountclass,except forthefixedandvariableallocationaccounts.However,distribution accountsoffixedandvariableaccountscanbelinkedtoanaccountclass. Note Anaccountcanbelinkedonlytooneaccountclass. Tolinkanaccounttoclassesandnodes: OpentheAnalyticalAccountingAccountMaintenancewindow.(Cards>> Financial>>AnalyticalAccounting>>Account) Enterorselectanexistingaccount.Ifyouselectapostingaccountthatis usedasadistributionaccountofafixedorvariableallocationaccount,a messagewillappearindicatingthatyoumustbesurethatdefault transactiondimensioncodeshavebeenenteredforRequiredorOptional transactiondimensionsintheAccountingClassthattheaccountisorwill belinkedto.RefertoSettingupanaccountclassformoreinformation. TheDescriptionfielddisplaysthedescriptionoftheaccount. IntheLinkedtoNodefield,selectthenodeofthemaintreethatthe accountmustbeattachedto.Eachaccountmustbelinkedtoavalidnodeof themaintree.RefertoSettinguptreesformoreinformation. SelecttheaccountclassintheClassIDfieldtoenteranalysisinformation forthisaccountduringtransactionentry.Thenameordescriptionofthe selectedaccountclassisdisplayedinthefieldbelowClassID. Ifthelevelofpostingofanaccountissettosummary,youcannotlinktheaccounttoanaccountclassifthepostingsetupinthePostingSetupwindowisCreateaJournalPerBatch. ChooseSavetosavethedetails. ChooseCleartocleartheinformationinthewindow. Settingupaccountaccesstocodes UsetheAccountAccesstoTransactionDimensionCodeswindowtospecifythe accountsthathaveaccesstoaselectedtransactiondimensioncode.This willdeterminewhichcodescanbeusedforadistributionwhileenteringan analyticaltransaction.Bydefault,allthecodeshaveaccesstoallthe accountslinkedtoanaccountingclass.Youcanassignmultiplerangesof accountstoadimensioncode;youcanalsoassignanaccounttomultiple dimensioncodes. Note ThecodesbelongingtoatransactiondimensionthatissettoNotAllowed foranaccountingclassdonothaveaccesstothataccountingclass. Thefollowingconditionsmustbemetbeforeyoucanspecifyaccountaccess forcodes: Youmusthavesetupatleastoneaccountingclass. Theselectedtransactiondimensionmusthaveavalidrelationshipwithat leastoneaccountingclass.Youcannotselectadimensionifit’sanalysis typeissettoNotAllowedforallaccountingclasses. Tosetupaccountaccesstocodes: OpentheAccountAccesstoTrxDimensionCodeswindow.(Cards>>Financial >>AnalyticalAccounting>>AccountAccess) Enterorselectatransactiondimension.Thedescriptionfortheselected dimensionisdisplayedintheDescriptionfield. Enterorselectthetransactiondimensioncodeforwhichtospecifyaccount access.Thedescriptionfortheselecteddimensioncodeisdisplayedinthe Descriptionfield. Selecttheaccessoptionfortheselectedtransactiondimensioncode. AllAccountsisthedefaultselection,givingaccesstoallaccounts linkedtoanaccountingclass. SelectAccountsSelectthisoptiontospecifytheaccountstowhichthe selectedcodewillhaveaccess.Therestofthewindowwillbecomeavailable foryoutoselecttheaccounts. Youmustinsertatleastoneaccountinthescrollingwindowifyouchoose theoptionSelectAccounts.IfyouchooseSaveorclosethewindowwhen therearenoaccountsinthescrollingwindow,theaccountaccesssetting fortheselectedcodewillautomaticallyreverttoAllAccounts. IntheAccountTypefield,selectthetypeofaccountstoincludeinthe range. AllAlltheaccountsintheselectedrangewillbeavailablefor selectionintheFromandToLookup.ThisincludesBalanceSheet,Profit andLossandUnitaccounts. BalanceSheetOnlybalancesheetaccountsfromtheselectedrangewill beavailableforselectionintheFromandToLookup. ProfitandLossOnlyprofitandlossaccountsfromtheselectedrange willbeavailableforselectionintheFromandToLookup. UnitOnlyunitaccountsfromtheselectedrangewillbeavailablefor selectionintheFromandToLookup. IntheRangesfield,selectwhethertoassignarangebasedonAccount, SegmentIDorAccountClass.IfyouselectSegment,theSegmentIDfield becomesavailable.EntertheSegmentID. EntertherangeintheFromandTofields.Thelookupdisplaystherangeof accounts,accountclasses,orsegmentID,dependingonyourselectioninthe Rangesfield. ChooseInserttoinserttheaccountswithintheselectedrangeintothe scrollingwindow.Thescrollingwindowdisplaystheaccountanddescription foreachaccount.Ifyou’vechosenAccountClass,alltheaccountsofthe selectedtypeassignedtothoseclasseswillbeinserted.Forexample,if you’veselectedBalanceSheetastheAccountType,thenonlyBalanceSheet accountsthatarepartoftheselectedrangewillbeinsertedintothe scrollingwindow. Onceyou’veinsertedarangeinthescrollingwindow,youcanselectanother rangetoinsert.Thenewrangewillbeaddedbelowtheexistingrangeinthe scrollingwindow.Anaccountwillbeinsertedintothescrollingwindowonly once,evenifitispartofmorethanonerange. SelectanaccountinthescrollingwindowandchooseRemovetoremovethat account.ChooseRemoveAlltoremovealltheaccountsfromthescrolling window.TheRemoveandRemoveAllfieldsbecomeavailableonlywhenaccounts existinthescrollingwindow. ChooseSavetosavetheaccountaccesssettingsfortheselectedtransaction dimensioncodeandclearthewindow.Thesettingsyou’vesavedwillbe displayedwhenyouopenthiswindowandselectthesamedimensioncode. ChooseCleartoclearallthevaluesyou’veenteredinthewindowwithout saving. Enteringanalysisinformationforfixedassetstransactions UsetheAnalyticalFixedAssetSetupwindowtomoduleenterorviewthe analysisinformationforthedistributionaccountsthatarelinkedtoan accountclass.Thewindownamedependsuponthepathfromwhereyouopen thiswindow. Youcanviewthetransactiondimensioncodesanddescriptionforthe transactiondimensioncodesforfixedassettransactions.Youcanviewthe AssetID,BookIDandAliasdetailsintheAnalyticalFixedAssetSetup window. Toenterorviewanalysisinformationforfixedassetstransactions OpentheAnalyticalFixedAssetSetupwindow (Cards>>FixedAsset>>Book>>enterorselectanassetIDandbook ID>>Additional>>AnalyticalTransactionorCTRL+T) (Cards>>FixedAsset>>Book>>enterorselectanassetIDandbook ID>>AnalyticalAccountingButton) (Cards>>FixedAssets>>Book>>>Gotobutton>>Account>>enter orselectanassetIDandbookID>>Additional>>Analytical TransactionorCTRL+T)(Cards>>FixedAssets>>Book>>>Gotobutton >>Account>>enterorselectanassetIDandbookID>>Analytical AccountingButton) (Cards>>General>>selectanassetID>>Gotobutton>>Book>> selectabookID>>Additional>>AnalyticalTransactionorCTRL+T) (Cards>>General>>selectanassetID>>Gotobutton>>Book>> selectabookID>>AnalyticalAccountingButton) (Cards>>FixedAssets>>Account>>enterorselectanassetID>> AnalyticalAccountingButton) (Cards>>FixedAssets>>Account>>enterorselectanassetID>> Additional>>AnalyticalTransactionorCTRL+T) TheDistributionfielddisplaysthedistributionaccountselectedinthe AssetAccountwindow.Toviewotherdistributions,enterorselecta distributionnumber. ThesequenceofdistributionsintheAnalyticalTransferMaintenancewindow maynotcorrespondtothesequenceinthePayrollTransactionEntrywindow becauseonlyaccountslinkedtoanaccountclassaredisplayedinthe AnalyticalPayrollTransactionEntrywindow. TheCompanyIDfieldwilldisplaythecompanyinwhichthetransactionis takingplace. TheAccountfieldwilldisplaythedistributionaccountforwhichanalytical informationisbeingentered.Thedescriptionoftheaccount,assetupin theAccountMaintenancewindow,willappearinthenextline.Clickthe AccountexpansionbuttontoopentheMicrosoftDynamicsGPAccountEntry window. Thebalancetypeoftheaccount,whetherdebitorcredit,willbedisplayed nexttotheaccount. SelectanaliasintheAliasfield.TheAlphanumericfieldinthescrolling windowdisplaysthetransactiondimensioncodesthatareassociatedwiththe aliasforthetransactiondimensionsdisplayed.Youcanchangethesecodes, ifrequired.RefertoCreatinganaliasformoreinformation. TheTrxDimensionfielddisplaysTransactionDimensionsoftheaccountclass towhichthedistributionaccountislinked.OnlyTransactionDimensions whichhavebeensetasFixed,Required,orOptionalwillbedisplayed. TransactiondimensionswhicharesettoHideintheAccountingClass Maintenancewindowwillnotbedisplayed.RefertoSettingupanaccount classformoreinformation. TheTrxDimensionDescriptionfielddisplaysthedescriptionofthe transactiondimension. Enterorselectanalphanumerictransactiondimensioncodeinthe Alphanumericcolumn.Youcanaddanewalphanumerictransactiondimension codeifyouhaveselectedtheCreateNewCodesOnTheFlyoptioninthe TransactionDimensionMaintenancewindow. Note TheAlphanumericcolumnisavailableonlyforanalphanumerictransactiondimension. ChooseSavetosavetheanalysisinformationyouhaveenteredandclearthe window. Youcansaveanalysisinformationwitherrors,butyoucannotpostthem. ChooseValidatetovalidatethedistributiondisplayedinthewindow.If changesaremadetotheaccountclassinsetuporerrorsarefoundduring thevalidationprocess,theAnalyticalAccountingValidationLogwindowwill opendisplayingtheerrorsorchangesidentified.Youcanviewthechanges totheaccountclassbyselectingtheDefaultbuttonintheAnalyticalItem TransactionEntrywindow. AnalysisinformationwillalsobevalidatedifyouselectOKorSaveinthe AnalyticalFixedAssetSetupwindow. Youcanchoosetosaveanalysisinformationwitherrorsorwithoutupdating changesmadetotheaccountclass. YoucanvalidateadocumentintheItemTransactionEntrywindowbyusing theoptionsCTRL+RorAdditional>>RunValidation. RefertoValidatingtransactionsandcorrectingerrorsformore informationaboutvalidation. ChoosethePrintdrop-downtoprinttheAnalyticalAccountingEditlistfor thedistributioncurrentlydisplayedinthewindoworforalldistributions ofthetransactionlinkedtoanaccountclass.Iferrorsaredetected,the AnalyticalValidationLogisalsoprinted. Settinguptrees Youcansetupanunlimitednumberoftreestogroupmasterdatain AnalyticalAccounting.Usethetreestoselectmasterrecordsandalsoto displayselectednodes,orsinglerecords,ortobuildgroupstoshowtotals andsubtotalsonreports. TreesarealsousedforreportingandanalyzingpurposesintheMultilevel Querywizard.Referto*Chapter17,“Inquiries”*formoreinformation. Therearetwotypesoftrees: MainTreeThesearecreatedautomaticallyforeachtypeofmasterrecord andcannotbedeleted.Bydefault,themasterrecordswillbelinkedtothe rootnodeofthemaintreebutcanbeattachedtoothernodeswithinthe sametree.Newmasterrecordsalwayswillbelinkedtotherootnodeofthe treebutcanbechanged. AdditionalTreesYoucancreateunlimitedtreesforeachtypeofmaster record.Youcanchoosewhetherthetreeshouldincludeallmasterrecordsor justasubsetofmasterrecords.Ifyoulinkalltherecordstothetree, anynewmasterrecordcreatedautomaticallywillbelinkedtothetree. Tosetuptrees: OpentheTreeMaintenancewindow.(Cards>>Financial>>Analytical Accounting>>Tree) SelectthetypeofthemasterrecordfromtheTreeTypefield.Theoptions availableare: Account Customer Employee Vendor Item Site TrxDimension Youcancreatetreesonlyforalphanumerictransactiondimensions. Enterorselectatreedefinition.Amaintreewillalwaysbeavailablein theTreelookupwindow.Ifthetreeisamaintree,theMainTreecheckbox willbemarkedbydefault.Youcannotunmarkthischeckbox.Ifyou’ve definedthetree,theMainTreecheckboxisunmarkedandcannotbemarked. TheDimensionfieldwillbeavailableonlyifyouselectTransaction DimensionintheTreeTypefield.Thedescriptionofthealphanumeric transactiondimensionthatthetreehasbeencreatedforisdisplayedin thisfield.Youcan’tmodifythedescription.Thedefaultdescriptionwill bedisplayedwhenyouselectanalphanumerictransactiondimensioninthe Dimensionfield. MarktheTreeincludesallrecordsoptiontolinkallthemasterrecordsto thetree.Thisfieldisavailableonlyifyouarecreatinganewtree.The masterrecordswillbeattachedtotherootnodeofthetree.Ifanew masterrecordiscreated,itwillbelinkedtotherootnodeofthemain treeandtoalltheothertreesthathavethisfieldmarked. EnteradescriptionforthetreeintheDescriptionfield. ChooseStructuretoopentheTreeStructurewindowwhereyoucandefinethe structureofthetree.ReferDefiningatreestructureformore information. ChooseSavetosavethetreedefinition. ChooseCleartoclearthewindow. ChooseDeletetodeletethetree.Youcannotdeleteatreeifithasbeen usedinaquerycreatedintheMultilevelQuerywizard.Youcannotdeletea maintree. Definingatreestructure YoucandefinethestructureofanexistingtreeintheTreeStructure window. Todefineatreestructure: OpentheTreeStructurewindow. (Cards>>Financial>>AnalyticalAccounting>>TreeStructure) (Cards>>Financial>>AnalyticalAccounting>>Tree>>Structure button) SelectamasterrecordtypeintheTreeTypefield.Themasterrecordtypes are: Account Customer Employee Vendor ItemNumber Site TrxDimension EnterorselectatreeintheTreefield.Ifthetreeisamaintree,the MainTreecheckboxwillbemarkedbydefault.Thischeckboxcannotbe unmarked.Ifthetreeisuser-defined,theMainTreecheckboxisunmarked andcannotbemarked. Ifyou’veopenedtheTreeStructurewindowfromtheTreeMaintenancewindow,thetreetypeandtreeenteredisdisplayed. TheTreeViewwindowshowsthetreestructureoftheselectedtree.Youcandouble-clickanodeandopentheEditTreeNodewindowwhereyoucanchangethedescriptionofthenode. Enterthenewdescriptionforthenode. ChooseSavetosavethedescriptionorCanceltocancelthedescriptionyou haveenteredandreturntotheTreeStructurewindow. IntheTreeStructurewindow,tocreateanewnode,selectanexistingnode andchooseNewNode.ThiswillopentheAddTreeNodeswindow. EnteradescriptionforthenewnodeandchooseAdd.Thenewnodewillbe createdonelevelbelowtheselectednode.Tocreateanewnodeatthefirst level,selecttheRootNode,whichisthefirstentryinthetreeview. IntheTreeStructurewindow,choosetheLeftarrowtomovetheselected nodeanditssubnodesonelevelhigherinthetreeiftheselectednodeis notatthefirstlevel. ChoosetheRightarrowtomovetheselectednodeanditssubnodesonelevel lowerinthetreeiftheselectednodeisnotatthelastlevel.Thenew mainnodewillbeonelineuponthesamelevel. ChoosetheUparrowtomovetheselectednodeanditssubnodesonelineup onthesamelevelinthestructure. ChoosetheDownarrowtomovetheselectednodeanditssubnodesoneline downonthesamelevelinthestructure. ChooseDeleteNodetoremoveaselectednodeanditssubnodes.Ifthereare masterrecordslinkedtothedeletednode,theywillbelinkedtotheroot nodewhenyouchooseSave. Choosetheprintericonbuttontoprinttheeditlist.Thestructureofthe treeselectedinthetreestructurewindowwillbeprinted. Copyingatreestructure Youcancopyanexistingtreestructuretosetupanothertree.Youalsocan copytherecordslinkedinanexistingtreetoanothertree. Tocopyatreestructure: OpentheCopyTreeStructurewindow.(Cards>>Financial>>Analytical Accounting>>TreeStructure>>Copybutton) SelectthetreetocopyfromintheCopyfromTreefield.Besurethatthe TreethatthedataisbeingcopiedfromisthesameTreeType(Dimension, account)asthetreewherethedatawillbecopiedto.Thedescriptionof theselectedtreeappearsinthefieldbelow. Selectthetreetocopyto.Thetreetypesthataresimilartothetreetype youarecopyingfromaredisplayedinthelookupwindow. Selecttocopyonlythetreestructure,orboththetreestructureandthe linkrecords. IfyouselecttheCopytreestructureoption,thenonlythetree structurewillbecopied.Beforethecopyingprocessbegins,the existingstructureofthedestinationstructurewillbedeletedandall thelinkedrecordswillbelinkedtotherootnode. IfyouselecttheCopytreestructureandlinkrecordsoption,the existingstructureandalllinkstomasterrecordsareremovedandwill bereplacedbythenewstructureandlinkrecordsfromtreeyou’re copyingfrom. Note ThisoptionisonlyavailableifboththeCopySourceandDestinationhavetheTreeincludesallrecordsavailableorunavailableoptionselectedintheTreeMaintenancewindow. ChooseCopytocopythetreestructureandclosethewindow. ChooseCanceltoclosethewindow. Linkingmasterrecordstoanexistingtreestructure TheTreeRecordLinkwindowallowsyoutolinkmasterrecordstoanexisting treestructure.Youalsocanaddnewmasterrecordstothetree,remove masterrecordsfromthetreeandprintthestructurewithitslinkedmaster records. Tolinkmasterrecordstoanexistingtreestructure: OpentheTreeRecordLinkwindow. (Cards>>Financial>>AnalyticalAccounting>>TreeRecordNodeLink) (Cards>>Financial>>AnalyticalAccounting>>Tree>>Structure>>LinkRecords) (Cards>>Financial>>AnalyticalAccounting>>TreeStructure>>LinkRecords) Selectthetreetype. SelecttheTreeIDtomodifytheRecordLinksin.Ifyouselectamaintree, theMainTreecheckboxwillbemarked.IfopenedfromtheTreeStructure window,thetreetypeandtreeenteredinthatwindowaredisplayedinthe TreeTypeandTreefields. Ifthetreehasanassociatedtransactiondimension,thedimensionis displayed. ThetreestructureoftheselectedtreeappearsintheTreeViewwindowon theleft.Selectaniteminthetreeviewtodisplaythemasterrecords linkedtothatnodeinthelistwindowontherightside. ClicktheAttachtobuttontoopentheMoveMasterRecordswindowwhereall nodes,exceptthenodetowhichtherecordiscurrentlylinkedto,are displayed. Highlightthenodethattherecordselectedistobeattachedtoandchoose Selecttoattachthemasterrecordtothenode.TheAttachtobuttonisonly availableifatleastonemasterrecordisselectedinthelistwindow. Aftertherecordsarelinkedtothenewnode,thelinkedmasterrecordsof thisnodewillappearinthelistwindow. ChooseAddtoopentheAddMasterRecordsToTreewindow.Thisbuttonis onlyavailableiftheselectedtreeisnotamainTreeandtheTreeincludes allrecordsoptionisnotmarkedintheTreeMaintenancewindow. ChooseRemovetoremovetheselectedmasterrecordfromthetree.This buttonisonlyavailableifatleastonemasterrecordhasbeenselectedin thelistwindow,thetreeisnotamainTreeandtheTreeincludesall RecordsoptionisnotmarkedintheTreeMaintenancewindow. ChooseSavetosavetheRecordNodelinktothetable. ChooseCleartoclearthewindow. Addingmasterrecordstoanexistingtree YoucanaddmasterrecordstoanexistingtreeusingtheAddMasterRecords toTreewindow.Thiscanbedoneonlyifthetreeisnotthemaintreeand theTreeincludesallrecordsoptionisnotmarkedintheTreeMaintenance window. Toaddmasterrecordstoanexistingtree: OpentheAddMasterRecordstoaTreewindow.(Cards>>Financial>> AnalyticalAccounting>>TreeRecordNodeLink>>Addbutton) TheSearchByfielddisplaysthesearchmethodthatwasselectedintheView menu.Tosearchforamasterrecord,enterthedescriptionfortherecordin thisfieldandpresstheTABkey. Masterrecordsthatarenotlinkedtothetreeandtheirdescriptionsaredisplayedinthescrollingwindow. MarktherecordsyouwanttoaddtothetreeandchooseOK. ClickAddinthescrollingwindowtodisplaytherecordsbytheiradd status. ClicktheColumnHeaderIDtosorttherecordsinthescrollingwindowfor theselectedtree.Thisfieldisdetermineddependingonthetreetypeand thedimensionifTrxDimensionisusedastreetype. ChooseMarkAlltoselectalltherecords. ChooseUnmarkAlltounmarkalltheselectedrecords. ChoosetheAddbuttontoaddtheselectedrecordstothetreeandclosethe window. Chapter3:Budgets AnalyticalAccountingBudgetsallowsyoutosetupabudgettreeusingthe transactiondimensionsandcodesthatyouhavecreated.Youcanrecord amountsagainsteachnodeofthebudgettreeandallocatetheamountsto variousaccountsforeachnode.YoucanexportthebudgettoExcelwhereyou canmodifyitifrequired,beforeimportingitbackintoMicrosoftDynamics GP.TheMultilevelQuerywizardallowsyoutocompareactualversusbudgeted amountsandfindthevariance,aswellascomparebudgetamountsfor differentyears. Thisinformationisdividedintothefollowingsections: Settingupabudgettree Assigningbudgettreecodes Usingthedimensioncodetreeview Addingandremovingtransactiondimensioncodes Creatingabudget Copyingbudgets Selectingcalculationmethodsforbudgets Understandingnodebudgetrolldown Rollingdownnodebudgetamounts Understandingaccountbudgetrolldown Understandingnodebudgetrollup Assigningarangeofaccounts•Exportingbudgetdetails Understandingbudgetimport Importingabudget Settingupabudgettree Abudgettreeconsistsofonlyalphanumerictransactiondimensionsandthe codesattachedtothosedimensions.Youcanchoosethetransaction dimensionsthatmakeupabudgettree,andspecifytheorderinwhichthey appearinthetree.Alltheselecteddimensionsmustshareavalid relationshipwithoneanother,andmustbelongtoatleastonecommon accountingclass.RefertoSettingtransactiondimensionrelationshipsand toSettingupanaccountclassformoreinformation. Tosetupabudgettree: OpentheBudgetTreeMaintenancewindow.(Cards>>Financial>> AnalyticalAccounting>>BudgetTree) EnterorselectaBudgetTreeID.Thisfieldbecomesunavailableonceyou pressTABafterenteringavaluehere.Enteradescriptionforthebudget treeIDintheDescriptionfield. TheAvailableDimensionslistdisplaysthedescriptionforallthe alphanumericdimensions,enteredintheDescription1fieldonthe TransactionDimensionMaintenancewindow.Thedescriptionsarelistedinthe orderthatyouhaveassignedtothedimensionsontheTransactionDimension Orderwindow.RefertoDefiningtransactiondimensions,andChangingthe orderoftransactiondimensionsformoreinformation.Thefirstdimension inthislistishighlightedbydefault. SelectadimensionfromtheAvailableDimensionslistandchooseInsertto insertitintotheSelectedDimensionslisttotherightofthewindow.Once youhaveselectedadimension,itisremovedfromtheAvailableDimensions list.Alltheselecteddimensionsmustbelongtoatleastonecommon accountingclass. Adimensionbelongstoanaccountingclassifitsanalysistypeiseither Required,FixedorOptionalforthataccountingclass. OnceyouhaveinsertedatleastonedimensionintheSelectedDimensions list,theneverysubsequentdimensionthatyouselectmusthaveavalid relationshipwiththedimensionsalreadyselected.Ifadimensionsharesa relationshipofNoCombinationAllowedwithanyofthepreviouslyselected dimensions,youwillnotbeabletoinsertthatdimension. ChooseInsertAlltoinsertallthedimensionsintotheSelectedDimensions list.Ifanyofthedimensionsdoesnothaveavalidrelationshipwithany otherdimension,youwillgetamessageandnoneofthedimensionswillbe inserted. SelectadimensionintheSelectedDimensionslistandchooseRemoveto removeit.Onceyouhaveremovedadimension,youcanviewitinthe AvailableDimensionslist.TheRemovebuttonbecomesavailableonlywhenyou selectadimensionintheSelectedDimensionslist.Youcanonlyhighlight onedimensionatatimeintheSelectedDimensionslist. ChooseRemoveAlltoremovealldimensionsfromtheSelectedDimensions list.TheRemoveAllbuttonwillbeunavailableifnodimensionislistedin theSelectedDimensionslist. Usetheup,down,topandbottomarrowbuttonstochangetheorderofthe selecteddimensionsifrequired.Allthedimensionswillfirstappearinthe SelectedDimensionslistintheorderinwhichyouselectthem.Theorderof dimensionsintheSelectedDimensionslistdeterminestheorderinwhich theyappearonthebudgettree. Youcannotinsertorremovedimensions,orchangetheorderofdimensionsif thebudgettreeIDisattachedtoabudgetID.Todothis,youmustfirst deleteallthebudgetIDstowhichthebudgettreeIDhasbeenattached. Youcannotinsertorremovedimensions,orchangetheorderofdimensionsif thebudgettreeIDhascodesassignedtoit.Amessageappearswarningyou thatondoingso,allthecodesattachedtothebudgettreeIDwillalsobe removed.Ifyouchoosetocontinue,youmustthenre-assignthecodesinthe AssignBudgetTreeCodeswindow. ChooseCodestoopentheAssignBudgetTreeCodeswindow,whereyoucan assigncodesforeachdimensioninthebudgettree.RefertoAssigning budgettreecodesformoreinformation. ChooseSavetosavethebudgettreeIDyouhavecreated. ChooseDeletetodeletethebudgettreeIDthatisdisplayedinthiswindow. YoucannotdeleteabudgettreeIDthatisattachedtoabudgetID.Todo this,youmustfirstdeleteallthebudgetIDstowhichthebudgettreeID hasbeenattached. IfabudgettreeisnotattachedtoabudgetID,buthascodesassignedto it,allthecodeswillbelostwhenyoudeletethebudgettreeID. ChoosePrinttoprinttheBudgetTreeMaintenanceReportforallbudgettree IDsorforthebudgettreeIDdisplayedinthewindow. Assigningbudgettreecodes Onceyouhavesettheorderoftransactiondimensions,youmustassign dimensioncodestothebudgettreeIDthatyouhavecreated.Youcanonly setbudgetamountsforthecodesthatyouassigntothebudgettreeID.You canassignarangeofcodes,orindividualcodestoadimension.Ifyoumake changestothebudgettreeIDontheBudgetTreeMaintenancewindowafter assigningcodes,alltheassignedcodeswillbedeleted.Youwillhaveto re-assignthecodes. Toassignbudgettreecodes: OpentheAssignBudgetTreecodeswindow.(Cards>>Financial>> AnalyticalAccounting>>AssignBudgetTreeCodes) EnterorselectthebudgettreeIDforwhichyouareassigningcodes.The DescriptionfielddisplaysthedescriptionfortheselectedbudgettreeID. AssignarangeofcodesintheFromandTocolumnsforeachdimension displayedintheDimensionscolumnofthescrollingwindow.Dimensionsare listedintheorderdefinedintheBudgetTreeMaintenancewindow.The defaultvaluesintheFromandTocolumnsarethetextand respectively.denotesthefirstcodeofthedimension, anddenotesthelastcode,innumeric-alphaorder. Toselectadifferentrange,enterorselecttherangeofcodesforeach dimensionintheFromandTocolumns,innumeric-alphaorder.Youcanalso keepasitisintheFromcolumnandselectacodeintheTo column.Alternatively,youcanselectacodeintheFromcolumnandkeep asitisintheTocolumn.BoththeFromandTofieldsmusthave values;youcannotenteravalueinonefieldandleavetheotherblank. Note Ifyou’vemarkedtheShowvalidcodecombinationsintrnsandbudgets optionintheAnalyticalAccountingOptionswindow,thenthelookupwindow willdisplayonlythosecodesthathaveavalidcombinationwiththecodes youhavealreadyselectedforthebudgettree.* ClearthedefaultvaluesintheFromandTofieldsifyoudonotwantto assigncodestoadimension.Ifyoudonotassigncodesforaparticular dimension,youwillnotbeabletoassigncodesforanydimensionbelowthat dimension.TheFromandTofieldsforthelowerdimensionswillbeblankand unavailable. Note Inordertoassignarangetoadimension,rangesshouldhavebeenassigned toallthedimensionsthatappearabovethatdimension. ChooseAssigntoassigntheselectedcodestothebudgettreeID.Thevalues intheFromandTocolumnsofthescrollingwindowreturntothe andcodevalues. Thetreeyou’vecreatedcanbeviewedintheDimensionCodeTreeview.Codes willonlybeinsertedbelownodeswithwhichtheyshareavalid relationship.RefertoUsingthedimensioncodetreeviewforabetter understandingofthestructureofthedimensioncodetree. Note Afteryou’veassignedcodesforthefirsttime,ifyousubsequentlyassign adifferentrangeofcodestothebudgettreeID,theexistingdimension codetreewillbeoverwritten. Highlightanodeinthedimensioncodetreeview.TheSelectedNodefield displaysthecombinationofcodestowhichthehighlightednodebelongs.The budgettreeIDishighlightedbydefault. SelectacodefromtheAddtoNodedropdownlistandchooseAddtoaddthe codetotheselectednode.Youcanaddacodeonlyifitsharesavalid relationshipwiththeselectednode.Youcannotaddacodethatalready existsundertheselectednode. TheAddtoNodefielddisplaysthedescriptionofthedimensionthatis directlybelowtheselectednode.Thedrop-downmenulistsallthecodes you’veassignedtothedimensionbelowtheselectednode. HighlightacodeandchooseRemoveintheRemoveDimensionCodefieldto removethecodefromtheselectednodeorfromtheentiretree. SelectNodetoremovetheselectedcodefromthenodeitbelongsto. Thiswillremovetheselectedcodeandallcodesbelowitfromthenode displayedintheSelectedNodefield. SelectTreetoremovethecodefromtheentiretree.Thiswillremove theselectedcodeandallthecodesbelowitfromallnodesofthetree. ChoosetheBudgetbuttontoopentheAnalyticalAccountingBudget Maintenancewindow,whereyoucanassignbudgetamountstothebudgettree. RefertoAddingandremovingtransactiondimensioncodesformore information. ChooseSavetosavethecodesassignedtothebudgettreeID. ChooseDeletetodeleteallthecodesassignedtothebudgettreeID. ChoosePrinttoprinttheAssignBudgetTreeCodesReportforthebudget treedisplayedinthewindow. Usingthedimensioncodetreeview AnalyticalAccountingBudgetsusesatreeviewcalledtheDimensionCode Treetodisplaythecodesthatyou’veassignedtothebudgettreeID.You cancreateandmodifythedimensioncodetreeforeachbudgettreeIDinthe AssignBudgetTreeCodeswindow(Cards>>Financial>>Analytical Accounting>>AssignBudget TreeCodes).Youcanviewthedimensioncodetreefortheselectedbudget treeIDin theAnalyticalAccountingBudgetMaintenancewindow(Cards>>Financial >>AnalyticalAccounting>>Budget). Eachlineinthetreeisanodeandthenodesareorganizedintheorder thatyou’vesetthetransactiondimensionsintheBudgetTreeMaintenance window. Usethefollowingexampletounderstandthedimensioncodetree.Youhave setupabudgettreeIDAA,andthefollowingdimensionsandcodesare assignedtoit: Dimensions Rangeofcodesattachedtodimensions ProfitCentre PCTR1toPCTR2 Project PRJ1toPRJ1 Product PDT1toPDT2 Location LOC1toLOC1 Basedonthevalidrelationshipsthatthecodeshavewithoneanother,the treewilllookasfollows: ThebudgettreeIDisthehighestlevelofthedimensioncodetree,andis alsocalledtherootnodeofthetree. Thelevelofcodesdirectlybelowtherootnodeiscalledthefirstlevelof thetree. Highlightanodeinthedimensioncodetree,toenterorviewthe informationrelevanttothatnodeinthescrollingwindow(intheAnalytical AccountingBudgetMaintenancewindow,ortheAnalyticalAccountingBudget vs.ActualInquirywindow).Whenyoumovethefocustoanothernode,and thennavigatetoanotherfieldinthewindow,thenodethatyoulast selectedremainshighlighted.Therefore,anodeisalwayshighlightedinthe dimensioncodetreeview. TheSelectedNodefielddisplaysthecombinationofcodestowhichthenode you’vehighlightedbelongs.Anychangesyoumaketothescrollingwindoware validonlyfortheselectednode. Anodethatdoesnothaveanynodesbelowitiscalledabottomnode.Atree canhaveseveralbottomnodes. Note Ifacode(e.g.PDT2),doesnothavearelationshipwithanycodeaboveit (e.g.PCTR2),thenitwillnotappearunderthatnode(PCTR2>>PRJ1). Itwill,however,continuetoappearunderthosenodeswithwhichitshares avalidrelationship(e.g.PCTR1>>PRJ1>>PDT2). Addingandremovingtransactiondimensioncodes YoucanaddorremovetransactiondimensioncodesfromabudgettreeIDthat isattachedtoabudgetID.Usethefollowinginformationtounderstandhow codesareaddedtoandremovedfromabudgettreethatisattachedtoa budgetID. WhenyouaddcodestoabudgettreeID,thenewcodeswillhavenoamounts and/oraccountsassignedtothemintheAnalyticalAccountingBudget Maintenancewindow. WhenyouremovecodesfromabudgettreeID,theamountsandtheaccounts thatwereassignedtothosecodesintheAnalyticalAccountingBudget Maintenancewindowwillalsoberemoved. Removinganodefromthebudgettreewillalsoremoveallsub-nodes,andthe amountsandaccountsassignedtothosesub-nodesintheAnalytical AccountingBudgetMaintenancewindow. Ifyouremoveacodefromthebudgettreeafterassigningthebudget amounts,youmustreassigntherootnodeamounttotheremainingcodesso thattherootnodeamountisrolleddown100%. Creatingabudget Youcancreateanunlimitednumberofbudgetsforbothopenandhistoric yearsinAnalyticalAccounting.Youalsocanchangeordeleteexisting budgets.Abudgetthatyouenterhereisnotremoveduntilyoudeleteit fromthesystem.UsetheAnalyticalAccountingBudgetMaintenancewindowto assignamountsandaccountstothebudgettreethatyouhavecreated. Tocreateabudget: OpentheAnalyticalAccountingBudgetMaintenancewindow.(Cards>> Financial>>AnalyticalAccounting>>Budget) EnterorselectabudgetIDandenteradescriptionforthebudgetIDinthe Descriptionfield. Selecttobasethebudgetonafiscalyearoradaterange.Ifyouselectto basethebudgetonadaterange,specifyarangethatcrossesoneormore fiscalyears. Torestrictaccesstothebudget,choosethePasswordPadlockbuttontoopen theMicrosoftDynamicsGPUserPasswordSetupwindowandenterapassword. Ifyoudon’tneedtorestrictaccesstothebudget,skiptothenextstep. Selectayearforwhichyouareassigningbudgetamounts.Budgetamountsare savedagainsttheBudgetID-Yearcombination,whichisaunique combination.ThevalueintheYearfieldcannotbechangedonceyouentera yearandTABoffthefield. IfyouenteraBudgetID-Yearcombinationforthefirsttime,andthe budgetIDalreadyexistsinthepreviousyear,amessageappearsaskingif youwanttocopytheexistingbudget.ChooseYestoopentheCopywindow, whereyoucancopythebudget.RefertoCopyingbudgetsformore information. SelectwhethertomarkthebudgetasPreliminaryorActual. ChooseActualifyouknowthatthebudgetwillbecalculatedcorrectlyand thatyouwillnotbemakingchangestothebudget. ChoosePreliminarytoexperimentwithbudgets.Youcanchangepreliminary budgetsandthenreverttotheoriginalversionofthebudget,butwhenyou changeactualbudgets,thechangeispermanent. Note Ifyou’recalculatingapreliminarybudgetandyou’dliketosaveit,make thechangespermanentbychoosingActualandsavethebudget.Thebudget willalsobesavedasActualifyouchoosetheSavebuttontosavechanges toapreliminarybudget. EnterorselectabudgettreeID.Thedimensioncodetreethatwassetup fortheselectedbudgettreeIDisdisplayedinthetreeview.Youcan assignasamebudgettreeIDtomultiplebudgetIDs. ThebudgetID-budgettreecombinationisuniqueacrossallyears.Whenyou enterabudgetIDthatexistsinadifferentyear,andenteranewyear,the budgettreeIDwillautomaticallydefaultfromthebudgetID-yearthat alreadyexists.YoucannotchangethisbudgettreeID. WhenyouselectthebudgettreeID,thedimensioncodetreeviewis populatedwithallthedimensioncodesinfullyexpandedform.Therootnode ishighlightedbydefault.RefertoUsingthedimensioncodetreeviewfor moreinformation. NodeBudgetAmountsscrollingwindowdisplaystheamountenteredfor eachperiodforthenodethatyou’vehighlightedinthedimensioncodetree view.WhenthebudgetlevelisAccount,thiswindowdisplaysthevalues allocatedtotheaccountthatyou’veselectedintheAccountfield. NodePeriodTotaldisplaysthetotalamountfortheselectednodefor theselectedperiod.Ifyou’veselectedanaccountforwhichyouare enteringperiodamountsforanode,youcanstillviewthetotalamountfor theperiodintheNodePeriodTotalfield. Totaldisplaysthetotalamountorquantitythatyou’veenteredforthe selectednodeorforaselectedaccountontheselectednode. SelecttheBudgetLevelatwhichtocreatethebudget,whetherTreeor AccountYoucanenterabudgetforabudgettreeorforabudgettree- accountcombination. Treeisthedefaultselection.Youmustfirstenterbudgetamountsfor thebudgettree,beforeyoucanallocatebudgetsforaccounts. Accountselecttoassignasinglepostingorunitaccounttoaselected nodeofthebudgettree.Youcanassignanaccounttoanynodeaslongas you’veassignedthataccounttothenodedirectlyaboveit.Youcannot assignfixedorvariableallocationaccounts.Youcannotassignaccountsto therootnode. IntheBudgetRollTotalfield,selectwhethertorolldownthebudgetfrom therootnodetolowestnodesorrollupthebudgetfromlowestnodestothe rootnode. DownRollsdownthebudgetamountspecifiedintherootnodetolower nodestillthelowestnode.Thisoptionisselectedbydefault.Referto Understandingnodebudgetrolldownformoreinformation. UpYoucanenteramountsinthelowestnodes.Theseamountsareaddedup androlleduptotheparentnode.Thisprocessrepeatsitselfuntilthe amountisrolleduptotherootnode.RefertoUnderstandingnodebudget rollupformoreinformation. IfyouselecttheoptionasUpforabudgetwhichisnotrolleddown completely,theamountorquantitythatyouhaveenteredforeachnodeof thebudgetwillberesettozero. IntheEnterfield,choosewhethertoenteranamountforthebudget,which wouldbeusedinpostingaccounts,oraquantity,whichwouldbeusedin unitaccounts. AmounttheAmountfieldintheNodeBudgetAmountsscrollingwindow displaysacurrencyformat. QuantitytheAmountfieldintheNodeBudgetAmountsscrollingwindow displaysaquantityformatwithtwodecimalplaces. SelectwhethertoviewNetChangeorPeriodBalancesontheNodeBudget Amountsscrollingwindow. NetChangetheAmountfieldforaperioddisplaystheactualamount assignedtothatperiod. PeriodBalancestheAmountfieldforaperioddisplaysthesumofall precedingperiodsplustheamountassignedtotheselectedperiod. Selecttherootnodeinthedimensioncodetreeviewtoassigntheoverall budgetamount.EnteramountsfortherootnodeforeachperiodintheNode BudgetAmountsscrollingwindow.Alternatively,youmayalsoenterthe amountsusingtheBudgetCalculationMethodswindow.RefertoSelecting calculationmethodsforbudgetsformoreinformation. Onceyou’veenteredalltheperiodamountsfortherootnode,youmustroll down100%ofeachperiodamounttothefirstlevelbelowtherootnode. RefertoUnderstandingnodebudgetrolldownformoreinformationonhow nodebudgetamountsarerolleddown. EnterorselectanaccountintheAccountfield,ifyou’vechosenAccountin theBudgetLevelfield.Youcanonlyselectanaccountthatisattachedto theaccountingclasstowhichallthedimensionsofthebudgettreebelong. TheEnterradiogroupdefaultstoAmountifyouselectapostingaccount, andtoQuantityifyouselectaunitaccount. Choosethearrowbuttonsnexttotheaccountfieldtoselectthenext accountthatyouwanttoassign. ClicktheDeleteiconnexttotheaccountfieldtodeletethedisplayed accountfromtheselectednode. Note Youcanassignasmanyaccountstoanodeasyoulike,butthetotalofall assignedaccountsforaperiodcannotexceedtheperiodamountforthe selectednode. Entertheperiodamountstobeassignedtothedisplayedaccountforthe selectednodeintheNodeBudgetAmountsscrollingwindow. HighlightanodeonthedimensioncodetreeandchoosetheMethodsbuttonto assignperiodamountstothenodeusingacalculationmethod.Referto Selectingcalculationmethodsforbudgetsformoreinformation. IfyouhaveselectedDownastheBudgetRollTotaloption,highlightanode onthedimensioncodetreeandchoosetheNodebuttontorolldownbudget amountstothenextnodes.Youcanrolldownamountsonlyifyouhave enteredaperiodamountfortheselectednode.RefertoRollingdownnode budgetamountsformoreinformation.Thisbuttonisnotavailableifyou haveselectedabottomnodeonthedimensioncodetree,oriftheselected budgetlevelisAccount. HighlightanodeonthedimensioncodetreeandchoosetheAccountsbutton toassignarangeofaccountstothenode.RefertoAssigningarangeof accountsformoreinformation.Thisbuttonisnotavailableiftheselected budgetlevelisAccount. ChoosetheCopybuttontoopentheCopyBudgetswindow,whereyoucancopy anexistingbudgetwithamountsandaccounts.RefertoCopyingbudgetsfor moreinformation. ChoosetheExportbuttontoexportanactualbudgettoanExcelspreadsheet. RefertoExportingbudgetdetailsformoreinformation. Note Youcannotexportapreliminarybudget.Saveittomakeitanactualbudgetbeforeexporting. ChoosetheImportbuttontoimportabudgetfromanExcelspreadsheet.Refer toImportingabudgetformoreinformation. ChoosePrinttoprinttheAnalyticalAccountingBudgetMaintenancereport. Youcanprintthereportinoneofthefollowingformats: Budgettreewithamounts Budgettreewithaccountssummary Budgettreewithaccountsdetail ChooseDeletetodeletethebudgetIDthatyouhavecreated. ChooseCleartoclearalltheinformationthatisdisplayedonthewindow. ChooseSavetosavethebudgetIDthatyouhavecreated. Iftherootnodeamounthasnotbeenrolleddown100%tothelowernodesfor anyperiod,avalidationlogwillprintlistingalltheperiodswherethe budgetamountmustberolleddown100%.Youcannotsaveuntilyou’ve completelyrolleddowntherootnodeamounttothenodesbelow. Copyingbudgets Youcancopyabudgetthatyouhavepreviouslysetup,andmodifyitforthe currentyeartosuityourrequirements.Youcanincludeopeningbalances, copytheaccountsthatwereassignedtothepreviousbudget,andincreaseor decreasetheamountsinthebudget.Theabilitytocopybudgetsisnot availableforbudgetsbasedonadaterange. Tocopybudgets: OpentheCopyBudgetswindow.(Cards>>Financial>>Analytical Accounting>>Budget>>Copybutton) TheBudgetID,BudgetYearandDescriptionfieldsdisplaythevaluesentered intheAnalyticalAccountingBudgetMaintenancewindow. IfthiswindowhasopenedafteryouchoseYesonamessageaskingwhether youwantedtocopythepreviousyear’sbudget,theSourceBudgetID,and BudgetTreeIDfieldsdisplaythevaluesenteredintheAnalytical AccountingBudgetMaintenancewindow,whiletheYearfielddisplaystheyear previoustotheyearchosenintheAnalyticalAccountingBudgetMaintenance window. IfthiswindowhasopenedwhenyouchosetheCopybuttonontheAnalytical AccountingBudgetMaintenancewindow,enterorselecttheSourceBudgetID thatyouwanttocopy.TheBudgetTreeIDfielddisplaysthecorresponding valuesfortheselectedSourceBudgetID. IfthedestinationbudgetIDhasabudgettreeIDattachedtoitfor anotheryear,thenthesourcebudgetIDthatyouchoosemusthavethe samebudgettreeIDattached.IfthesourcebudgetIDhasadifferent budgettreeID,thenamessageappearsaskingyoutoselectabudgetID withthesamebudgettreeID. IfthedestinationbudgetIDdoesnothaveabudgettreeattachedfor anyotheryear,thenthebudgettreeIDattachedtothesourcebudgetID willoverwriteanybudgettreeIDthatyoumayhaveassignedtothe budgetID. TheYearfielddropdowndisplaysallhistoricandopenyears.Youcanonly selectayearinwhichtheselectedSourcebudgetIDhasbeensetup. ChoosetheCalculationOptiontobeusedwhilecalculatingthebudget amounts.Theoptionsare: NoAmountsThebudgettreewillbecopied.Noamountswillbecopied, andtheamountsfieldswillbeblankintheAnalyticalAccountingBudget Maintenancewindow. ExactAmountsThebudgettreeandtheexactamountswillbecopiedto theAnalyticalAccountingBudgetMaintenancewindow. PercentageChangeYoucanincreaseordecreasetheamountsforthe destinationbudget. IfyouchooseacalculationoptionotherthanNoAmountstheamountswill overwriteanyexistingamountsinthedestinationbudgetIDwhenyouchoose Copy. IfyouchoosePercentageChange,thePercentagefieldbecomesavailable,and youcanenterapercentagevalue.ChoosetheIncreaseorDecreaseradio optionstoincreaseordecreasethesourcebudgetIDamountsbythe percentageyouhaveentered. MarktheIncludeOpeningBalanceoptiontocopytheopeningbalancefromthe sourcebudgetID.Ifthisoptionisunmarked,theopeningbalancewillnot becopiedover.Ifthisoptionismarked,theopeningbalancewillbecopied over,evenifitiszero.Theopeningbalancewillbetreatedasanother period,andwillbeaffectedbytheCalculationMethodyouchooseinthis window. MarktheCopyAccountsoptiontocopyalltheaccountsattachedtothe sourcebudgetIDtothedestinationbudgetID.Thisoptionisnotavailable ifthesourcebudgetIDhasnoaccountsattachedtoit. Thecopiedaccountswilloverwriteanyexistingaccountsassignedtothe destinationbudgetIDwhenyouchooseCopy.Ifyou’veselectedNoAmounts, thennoaccountswillbecopiedover,evenifyou’vemarkedthisoption. ChooseCopytocopyalltheselecteddetailsonthesourcebudgetIDtothe destinationbudgetID,andclosethewindow.TheAnalyticalAccounting BudgetMaintenancewindowdisplaysallthedetailsthathavebeencopied over.Nothingwillbecopiedoverifyouclosethewindowwithoutchoosing Copy. ChooseCleartorevertallfieldstotheirdefaultvalues. Selectingcalculationmethodsforbudgets Youcanspecifyoneoftwomethodsbywhichtocalculatethebudgetamounts foreachperiodforaselectednodeornode/accountcombinationofthe budgettree. Toselectcalculationmethodsforbudgets: OpentheBudgetCalculationMethodswindow: (Cards>>Financial>>AnalyticalAccounting>>Budget>>Methods button) TheBudgetID,Description,BudgetYear,BudgetTreeIDandSelectedNode fieldsdisplaythedefaultvaluesfromtheAnalyticalAccountingBudget Maintenancewindow. Ifyou’recalculatingamountsforanaccountontheselectednode,thenthe selectedaccountandtheaccountdescriptionisdisplayedintheAccountand Descriptionfields. ChoosetheCalculationMethodtobeusedwhilecalculatingtheperiodbudget amounts.Theoptionsare: SetAmountTheamountyouenterintheAmountfieldwillbeassignedto eachperiodofthebudgetfortheselectednode/account,includingthe openingbalanceifit’smarked. YearlyBudgetAmountTheamountyouenterintheAmountfieldwillbe splitequallyoveralltheperiodsoftheyearfortheselected node/account,includingtheopeningbalanceifit’smarked. EntertheamountintheAmountfield.Thisamountwillbedistributedamong alltheperiodsusingthemethodyou’vespecified.Thisfieldwilldisplay asQuantityifyou’veselectedQuantityintheEnterfield,orselecteda UnitaccountintheAnalyticalAccountingBudgetMaintenancewindow. MarktheIncludeOpeningBalancesoptiontoincludetheopeningbalancein thecalculation. Note ProfitandLossaccountswillnothavetheopeningbalanceincludedasaperiodintheircalculations. ChooseCalculatetocalculatetheamountsandclosetheNodeBudget CalculationMethodwindow.TheAnalyticalAccountingBudgetMaintenance windowdisplaysthecalculatedamountsforallperiods. ChooseCleartoclearallvaluesdisplayedinthiswindow,andrestorethe defaultvalues. ChooseClosetoclosethewindowwithoutperforminganycalculations. Understandingnodebudgetrolldown Youcanrolldownbudgetamountsfromonenodetothecodesonthenode immediatelybelowit.Theamounttoberolleddownforthecodesis calculatedforeachperiod.Ifaperiodforaselectednodehasazero amount,thennoamountswillberolleddownforthatperiodtothelower nodes. Usethefollowingtableandinformationbelowittounderstandhowbudget amountsononenodearerolleddowntothenodesbelowit. RootNode NodesLevel1 NodesLevel2 RootNodeAmount NodeLevel1Amounts NodeLevel2Amounts Rootnode $10000.00 Node1Level1 $7000.00 NodeALevel2 $2000.00 NodeBLevel2 $1500.00 Node2Level1 $3000.00 NodeALevel2 $1000.00 NodeBLevel2 $1000.00 NodeCLevel2 $1000.00 RootNodeTheamountenteredontherootnodemustberolleddown100% tothenextlevelnodes,inordertosavethebudget.Youcanrolldownthe amountsmanually,orusetheNodeBudgetRollDownwindowtorolldownthe rootnodeamounts.RefertoRollingdownnodebudgetamountsformore information. Ifyouincreaseaperiodamountontherootnode,youmustrolldown100%of thenewtotalamount,beforeyoucansavethebudget. Youcannotdecreasetheperiodamountontherootnodeuntilyoureducethe amountsonthelowernodessothattheydonotexceedtheamountthatyou havedecidedtoenterontherootnode. OtherNodesTheamountenteredonanynodeotherthantherootnodeneed notberolleddown100%tothesubsequentnodes.YoucanusetheNodeBudget RollDownwindowtorolldownamountsfromanynodetothesubsequentnodes. RefertoRollingdownnodebudgetamountsformoreinformation. Youcanenterperiodamountsforanynodeaslongasyou’veassignedamounts forthoseperiodstothenodesonthelevelabove.Thefollowingvalidation takesplacewhenyouchangeperiodamountsonanode,andtheupperand lowernodeshavevaluesentered: Youcanincreasetheperiodamountonanynode,aslongastheperiodtotal ofallthenodesonthatleveldoesnotexceedtheperiodtotalofthenode above. Youcandecreasetheperiodamountonanynode,aslongastheperiodtotal ofallthenodesonthelevelbelowdoesnotexceedthenodetotalyouare decreasing. Rollingdownnodebudgetamounts UsetheNodeBudgetRollDownwindowtorolldownbudgetamountsfromone nodetothecodesonthenodeimmediatelybelowit.Theamounttoberolled downforthecodesiscalculatedforeachperiod,basedonthecalculation methodyouhavespecified.Thiswindowisavailableonlyifyouhave selectedDownastheBudgetRollTotaloptionintheAnalyticalAccounting BudgetMaintenancewindow(Cards>>Financial>>AnalyticalAccounting >>Budget). Torolldownnodebudgetamounts: OpentheNodeBudgetRollDownwindow.(Cards>>Financial>>Analytical Accounting>>Budget>>Nodebutton) TheBudgetID,Description,BudgetYear,BudgetTreeIDandSelectedNode fieldsdisplaythedefaultvaluesfromtheAnalyticalAccountingBudget Maintenancewindow.TheTotalfielddisplaysthebudgettotalforthe selectednode. ChoosetheCalculationMethodyouwanttousefortherolldown,whether PercentageSplitorEqualSplit.Thedefaultmethodispercentagesplit. YoucanchooseEqualSplitonlyiftheamountforeachperiodinthe AnalyticalAccountingBudgetMaintenancewindowislargeenoughtobe dividedbetweenthecodeslisted.Ifevenoneperiodamountistoosmall,a messageappearsthatyoucannotselectEqualSplit. Thescrollingwindowdisplaysallthecodesforthenodeimmediatelybelow theselectednode.Thepercentfielddisplaysazerovaluebydefault,with twodecimalplaces. PercentageSplitEnterthepercentagetobeallocatedtoeachcode.If therootnodeistheSelectedNode,thenthepercentagetotalmustequal 100.Ifanyothernodeistheselectednode,thepercentagetotalcanbe lessthanorequalto100,butmustnotexceed100.RefertoUnderstanding nodebudgetrolldownformoreinformation. EqualSplitThepercentfielddisplaysthevalueobtainedbydividing 100bythenumberofcodes.Ifitisnotpossibletodoanexactequal split,thelastdimensioncodedisplaysthelargeramount. TheperiodamountsontherelevantnodeintheAnalyticalAccountingBudget Maintenancewindowshouldbelargeenoughtobesplitbythepercentage you’veentered.Ifoneoftheperiodbalancesistoosmalltobedivided amongallthecodesthelastcodewillbeallocated100%ofthatsmall amountfortherelevantperiod. ChooseAssigntocalculatetherolldownandclosethewindow.Theperiod amountsforthecodesbelowtheselectednodewillbeupdatedwiththe amountscalculatedasperthemethodselected.Theamountsthatarebeing rolleddownwilloverwriteanyamountsalreadyentered.IntheAnalytical AccountingBudgetMaintenancewindow,thefocuswillbeonthenodethatyou hadhighlighted. Note Ifthenodesbelowthenodesthatarebeingrolleddowntohaveamounts assigned,thoseamountsshouldnotexceedthenewamountsbeingrolleddown. Iftheydo,therolldownwillnottakeplace.Thewindowwillcloseand focuswillreturntothenodeinAnalyticalAccountingBudgetMaintenance windowthatwasoriginallychanged,andtheoriginalrootnodeamountswill populatethewindow. Understandingaccountbudgetrolldown Youcanassignarangeofpostingand/orunitaccountstoaselectednode, anddistributetheamountassignedtothatnodeamongtheseaccounts.The amountscanbedistributedbyanequalsplit,orbyassigningaspecific percentagetoeachaccount.Youcanfurtherrolldowntheassignedaccounts andamountstolowernodes. Usethefollowingexamplestounderstandhowamountsarerolleddownto accounts. Rollingdownnodeperiodamountstoaccounts TheperiodamountsassignedtotheselectednodeintheAnalytical AccountingBudgetMaintenancewindowwillbedistributedamongallthe selectedaccountsinthepercentagespecifiedontheAccountBudgetRoll Downwindow. PercentageSplitTheperiodamountsontherelevantnodeshouldbelarge enoughtobesplitbythepercentageyou’veentered.Ifoneoftheperiod balancesistoosmalltobedividedamongalltheaccounts,thelastaccount willbeallocated100%ofthatsmallamountfortherelevantperiod. EqualSplitEachperiodamountfortheselectednodewillalsobe dividedequallybythenumberofaccountsinthelist.Ifitisnotpossible todoanexactequalsplit,thelastaccountwilldisplaythelargeramount. Rollingdownaccountstolowernodes YouhaveselectedthenodePCTR>>PROJintheBudgetTreeA>>PCTR >>PROJ>>PROD.Thefollowingamountshavebeenassignedtothenodes forPeriod1. Node Period1 PCTR $10000 PCTR>>PROJ $5000 Node Period1 PCTR>>PROJ>>PRODA $3000 PCTR>>PROJ>>PRODB $2000 25%oftheamountofthenodePCTR>>PROJisassignedtoAccountA -TravelExpenses.: Node AccountNo AccountType Period1 PCTR>>PROJ AccountA TravelExpenses $1250 WhenIncludeLowerNodesismarked,thebudgetforAccountA-Travel Expensewillbeassignedtothelowernodesasfollows: Node Account No Account Description Period1 PCTR>>PROJ AccountA TravelExpenses $1250 PCTR>>PROJ>>PRODA AccountA TravelExpenses $750 PCTR>>PROJ>>PRODB AccountA TravelExpenses $500 Rollingdownopeningbalancesforpostingaccounts Inthecaseofpostingaccounts,theopeningbalanceamountassignedtothe selectednodeisrolleddownonlytothebalancesheetaccountsincludedin theselectedrange.ThisisbecauseProfitandLossaccountsdonothavean openingbalance.However,youcanmanuallyenteranopeningbalancefor ProfitandLossaccountsintheAnalyticalAccountingBudgetMaintenance window.Usethefollowingtableandexamplestounderstandhowtheopening balanceisdividedfordifferentcalculationmethods. Accounttype Calculation Method HowtheOpeningBalanceisdividedamongbalancesheetaccounts Posting EqualSplit Equallysplitbythenumberofbalancesheetaccounts.RefertoExample1 Posting PercentageSplit SplitbycalculatingtheratioofthepercentageassignedtoabalancesheetaccounttothetotalpercentageassignedtoallBalanceSheetaccounts.RefertoExample2 TheBudgetTreeAhasthefollowingnodesunderit:PCTR>>PROJ>>PROD Node OpeningBalance Period1 BudgetTreeA>>PCTR $10000 $50000 BudgetTreeA>>PCTR>>PROJ $5000 $3000 BudgetTreeA>>PCTR>>PROJ>>PROD $3000 $2000 ThefollowingaccountsareassignedtothenodeBudgetTreeA>>PCTR>> PROJ: Node:BudgetTreeA>>PCTR>>PROJ AccountNo AccountType AccountA ProfitandLoss AccountB BalanceSheet AccountC BalanceSheet AccountD ProfitandLoss Example1 Dividingtheopeningbalanceamongbalancesheetaccountswhenthe calculationmethodisequalsplit. Node:BudgetTreeA>>PCTR >>PROJ Amountassignedperaccount Account AccountType OpeningBalance Period1 AccountA ProfitandLoss $750 AccountB BalanceSheet $2500 $750 AccountC BalanceSheet $2500 $750 AccountD ProfitandLoss $750 No Example2 Dividingtheopeningbalanceamongbalancesheetaccountswhenthe calculationmethodispercentagesplit. Node:BudgetTreeA>>PCTR>> PROJ Amountassignedperaccount Account AccountType Percentageassigned Opening Period1 AccountA ProfitandLoss 15% $450 AccountB BalanceSheet 20% $1818.19 $600 AccountC BalanceSheet 35% $3181.19 $1050 AccountD ProfitandLoss 30% $900 No Balance TheopeningbalanceforAccountB,whichisabalancesheetaccount,is calculatedas(20/55)*5000=1818.19. TheopeningbalanceforAccountC,whichisabalancesheetaccount,is calculatedas(35/55)*5000=3181.19. NoopeningbalancesarecalculatedforAccountsAandD,whichareProfit andLossaccounts. Understandingnodebudgetrollup Youcanrollupbudgetamountsfromthelowestnodetothehighernodestill therootnode. Usethefollowingtableandinformationbelowtounderstandhowbudget amountsononenodearerolleduptotheparentnode. RootNode NodesLevel1 NodesLevel2 RootNodeAmount NodeLevel1Amounts NodeLevel2Amounts Rootnode $10000.00 Node1Level1 $7000.00 NodeALevel2 $2000.00 NodeBLevel2 $5000.00 Node2Level1 $3000.00 NodeALevel2 $1000.00 NodeBLevel2 $1000.00 NodeCLevel2 $1000.00 Intheaboveexample,theuserentersvaluesinNodeLevel2whichisthe lowestnode.Theseamountsareaddedupandrolleduptotheparentnode. Thisprocessisrepeateduntiltheamountisfinallyrolleduptotheroot node. Assigningarangeofaccounts UsetheAccountBudgetRollDownwindowtoassignarangeofaccountstoa selectednode.TherangesmaybebasedonAccounts,SegmentIDsorAccount Classes.Youcanentermorethanonerangeofeachtype.Ifanaccount alreadyexistsinthescrollingwindow,itwillnotbeinsertedagaineven ifitisapartofthenextchosenrange. Important YoucannotassignaccountstotherootnodeofthebudgettreeID. Toassignarangeofaccounts: OpentheAccountBudgetRollDownwindow. (Cards>>Financial>>AnalyticalAccounting>>Budget>>Accounts button) TheBudgetID,Description,Year,BudgetTreeID,SelectedNodeandTotal fieldsdisplaythedefaultvaluesfromtheAnalyticalAccountingBudget Maintenancewindow. Ifyouhavealreadyassignedanyaccountsmanuallyorinarangetothe selectednode,thenthoseaccountsandtheamountsassignedtothemare displayedinthescrollingwindow.TheCalculationMethodfieldisblank, andyoucannotmakeanychangestotheamountsdisplayedinthescrolling window. ChoosetheCalculationMethodyouwanttousefortheaccountrolldown, whetherPercentageSplitorEqualSplit. YoucanchooseEqualSplitonlyiftheamountforeachperiodinthe AnalyticalAccountingBudgetMaintenancewindowislargeenoughtobe dividedbetweentheaccountslisted.Ifevenoneperiodamountistoosmall, amessageappearsthatyoucannotselectEqualSplit. Ifaccountsandamountsalreadyexistinthescrollingwindow,andyou selectamethod,amessageappearsthattheexistingamountswillbeover written,andwhetheryouwanttocontinue.ChooseYestocontinuewiththe selectedmethod. MarktheIncludeLowerNodesoptiontoassigntherangeofaccountstoall nodesbelowtheselectednode.Theamountswillalsobedistributedtothe lowernodesforeachperiodinthesamepercentageastheselectednode. RefertoRollingdownaccountstolowernodesformoreinformation. IfalowernodedoesnothaveanamountassignedtoitintheAnalytical AccountingBudgetMaintenancewindow,noamountswillberolleddowntothat node. IntheRangesfield,selectwhethertoassignarangebasedonAccount, SegmentIDorAccountClass.IfyouselectSegment,entertheSegmentID. EntertherangeintheFromandTofields.Thelookuplistsonlythose accountsthathavealreadybeenassignedtothenodedirectlyabovethe selectednode. Ifyou’vechosenAmountintheEnterfieldoftheAnalyticalAccounting BudgetMaintenancewindow,youcanonlyenterarangeofpostingaccounts. Ifyou’vechosenQuantity,youcanonlyenterarangeofunitaccounts. ChooseInserttoinserttheaccountswithintheselectedrangeintothe scrollingwindow.Thescrollingwindowdisplaystheaccountanddescription foreachaccount.Ifyou’vechosenAccountClass,alltheaccountsassigned tothoseclasseswillbeinserted. Onceyou’veinsertedarangeinthescrollingwindow,youcanselectanother rangetoinsert.Thenewrangewillbeaddedbelowtheexistingrangeinthe scrollingwindow. Enterthepercentagetobeassignedtoeachaccount,ifyou’vechosen PercentageSplitasthecalculationmethod.Thepercentagetotalmustnot exceed100%. Ifyou’vechosenEqualsplit,noamountsaredisplayedinthescrolling window.Thetotalamountwillbedividedbythenumberofaccountsinthe scrollingwindowwhenyouchooseAssign. Thenodeperiodamountswillbedistributedamongallselectedaccountsin thepercentagespecifiedhere.RefertoAssigningarangeofaccountsfor moreinformation. TheRemoveandRemoveAllfieldsbecomeavailableonlywhenaccountsexist inthescrollingwindow.Selectanaccountinthescrollingwindowand chooseRemovetoremovethataccount.ChooseRemoveAlltoremoveallthe accountsfromthescrollingwindow. Ifyouinsertaccountsafterassigningpercentages,thepercentagesalready assignedwillremain,andanynewaccountsaddedwillhavezeropercentage assignedtothem.Ifyouremoveaccountsafterassigningpercentages,the remainingaccountswillstillhavethepercentagesassignedtothem,andthe percentagetotalofthedeletedaccountswillremainunassigned. MarktheIncludeOpeningBalanceoptiontorolldownopeningbalancestothe rangeofaccounts. UnitaccountsTheopeningbalanceistreatedasaperiodanditwillbe rolleddowntoalltheaccountsintherange. PostingaccountsTheopeningbalancesareonlyrolleddowntothe BalanceSheetaccountswithintheselectedrange.RefertoRollingdown openingbalancesforpostingaccountsformoreinformationonrollingdown openingbalances. ChooseAssigntoassigntheaccountrangetotheselectednode.Theamount foreachaccountwillberolleddowntoeachperiodoftheselectednode thathasanamountenteredagainstit.Iftheselectednodehasazero amountforaperiod,theaccountsassignedtothenodewillalsohavezero amountsforthatperiod. Ifyou’vemarkedIncludeLowerNodes,thentheaccountsandamountswillbe assignedtoallnodesbelowtheselectednodefollowingthesamevalidations asfortheselectednode. Onceyouhavechosenarangeitisdisplayedeverytimeyouopenthiswindow fromtheselectednode,alongwiththeamountsassignedtoit.Youcanadd toorremoveaccountsfromthescrollingwindoworchangethecalculation method.Thechangesyoumakewillbeeffectedonlywhenyouchoosethe Assignbutton. Ifanyperiodonanodehasanamountorquantitythatistoosmalltobe rolleddownanyfurther,thenitwillnotberolleddowntonodesbelowthat node. ChoosetheClearbuttontoclearthevaluesenteredinthewindow,and restoretheoriginaldefaultsthatweredisplayedwhenyouopenedthis window. IfyouclosethewindowwithoutchoosingAssign,allchangesyou’vemadein thewindowwillbelostandnocalculationwilltakeplace. Exportingbudgetdetails Youcanexportthedetailsofabudgetyou’vesetuptoaworkbookinExcel. Toexportbudgetdetails: OpentheExportBudgetwindow.(Cards>>Financial>>Analytical Accounting>>Budget>>Exportbutton) TheBudgetID,Description,BudgetYearandBudgetTreeIDfieldsdisplay thedefaultvaluesfromtheAnalyticalAccountingBudgetMaintenancewindow. MarktheExportAccountsoptiontoexporttheaccountsthatareattachedto thebudgetID.AlltheaccountsattachedtothebudgetIDwillbeexported, andtheAccountswillbedisplayedattheendofeachnodeofthetreeto whichtheyhavebeenattached.Thisfieldisnotavailableifnoaccounts areattachedtothebudgetID. Choosewhetheryouwanttoexportthebudgettoanewworkbookoran existingworkbook.IfyouselectExistingWorkbook,thenenterthepathname andfilenameoftheexitingfile.ThedefaultpathnamewillbeMy Documents. IfyouselectNewWorkbook,thepathnameandfilenamefieldswillbe unavailable. ChooseOKtoexporttheselectedbudgettoExcel. ChooseCanceltoreturntotheAnalyticalAccountingBudgetMaintenance windowwithoutexportingthebudget.Ifyouareexportingtoanewworkbook, anewExcelWorkbookwillopenandyouwillbepromptedtosavethefile. Understandingbudgetimport WhenyouselectanExcelworksheettoimportabudgetintoMicrosoft DynamicsGP,itissuccessfullyimportedonlyifthefollowingconditions arefulfilled: Theworksheetshouldbeinoneofthefollowingformats: Template1Budgettreewithaccounts.Alltheaccountfieldsmustbe filledin.AlltheaccountsinthespreadsheetshouldbelongtoanAccount ClassthatisattachedtoallthedimensionswithinthebudgettreeID.The totalamountsenteredagainsttheaccountsbeingimportedshouldnotexceed thebudgettotaloftherelevantnodes. Template2Budgettreewithoutaccounts. AcloseupofapieceofpaperDescriptionautomaticallygenerated ThebudgettreeIDintheBudgetTreecolumnoftheExcelspreadsheetshould matchthebudgettreeIDenteredagainstthebudgetIDintheAnalytical AccountingBudgetMaintenancewindow. Thebudgettotalsenteredoneachlevelofthetreewithinthespreadsheet shouldbelessthanorequaltothebudgettotalsonthelevelabove.They shouldnotexceedthetotalsonthelevelabove. Theamountsintheopeningbalanceandperiodcolumnsfortherootnodeof thespreadsheet,thatisthebudgettreeID,shouldbeexactlyequaltothe totalsofallthebudgetamountsenteredagainstthenextlevelnodes. Ifanyoneoftheaboveconditionsisnotfulfilled,theworksheetwillnot beimported,andanImportErrorreportwillbeprintedlistingallthe errors. OncethefilehasbeenimportedintoMicrosoftDynamicsGP,thefollowing validationswilltakeplace: Iftheimportedfileisthebudgettreeformatwithoutaccounts,but accountshavebeenassignedtothebudgetIDinMicrosoftDynamicsGP,such accountswillhavetheirbalancesrevertedtozero.Theamountswillbe importedonlyagainstthebudgettree. Iftheimportedfileistheaccount-budgettreeformat,theamountswillbe importedagainsttheaccountsandthetree.Ifthereareaccountsattached tothebudgetIDinMicrosoftDynamicsGP,anyaccountthatdoesnotexist intheimportfilewillhaveitsbalancerevertedtozero.Ifthereare accountswithintheimportedspreadsheetthathavenotbeenassignedtothe budgetID,theywillbeassignedwhenthefileisimported.Accountsthat arecommontotheimportfileaswellastothebudgetIDinMicrosoft DynamicsGPwillbeassignedtheamountsfromtheimportfile. Importingabudget YoucanimportbudgetfiguresfromanExcelspreadsheetthathasbeensetup inthecorrectformat.RefertoUnderstandingbudgetimportforan overviewoftheconditionsthatmustbefulfilledtosuccessfullyimporta budget. Important BesurenottoclosetheExcelsheetifitappearswhileimportingthe budgets.Ifyoudoso,anerrormessageappearsandthesystemwillstop importingthebudgets. Toimportabudget: OpentheImportBudgetwindow.(Cards>>Financial>>Analytical Accounting>>Budget>>Importbutton) TheBudgetID,Description,BudgetYearandBudgetTreeIDfieldsdisplay thedefaultvaluesfromtheAnalyticalAccountingBudgetMaintenancewindow. SelectthepathfortheExcelfilefromwhereyouwanttoimportthebudget. ThedefaultpathnametoselectthefileisMyDocuments.Ifyouselecta documenttypeotherthananExcelspreadsheet,awarningmessageappearsand youwillnotbeabletoselectthefile. TheSelecttheWorksheetwindowlistsalltheworksheetsintheselected Excelfile.HighlighttheworksheetthatyouwanttoimportandchooseOK. Important BesurenottoeditanyopenExcelfileduringtheimportprocess. ChooseOKtoimporttheExcelworksheet.Iftheimportissuccessful,the AnalyticalAccountingBudgetMaintenancewindowwilldisplaythefully expandedtree,andtherootnodewillbehighlighted. ChooseCanceltoreturntotheAnalyticalAccountingBudgetMaintenance windowwithoutimportingthebudget. Seealso MicrosoftDynamicsGPAnalyticalAccountingPart2:Transactions MicrosoftDynamicsGPAnalyticalAccountingPart3:Routines,InquiriesandReports MicrosoftDynamicsGPAnalyticalAccountingGlossary Feedback Submitandviewfeedbackfor Thisproduct Thispage Viewallpagefeedback Inthisarticle