Create Your Own Inquiry—Account Rollups and Dynamics GP

Although Microsoft Dynamics GP offers a variety of financial inquiry windows, all of the windows require you to select a single account. So you have to look at activity, either detailed or summary, by individual account. This works well if you have a rather simple chart of accounts structure. But for those with a highly-segmented chart of accounts, the need to look at accounts “rolled up” by segment often means reporting must be used to quickly view balance information.

Account rollups to the rescue! The Account Rollup Inquiry allows you to build your own inquiry combining budget, actual and variance calculations with summary balance information based on one or more segments in your chart of accounts.

Account Rollup Inquiry window

Financial Page | Inquiry | Account Rollup

Enter a name for your inquiry Option ID or select an already configured existing option. You can have a variety of Option IDs configured to display a variety of different rollups and information. When you enter a new Option ID and tab off the field, you will receive the following message:

Click Yes, if you want to create a new Account Rollup option, and the Account Rollup Inquiry Options window appears.

Account Rollup Inquiry Options Window

In the options window, you can select how you want the accounts to be stored when drilling down on the rollup. You can also select the number of columns to display. Once you have selected this information, you can further define the columns by modifying the column heading and selecting the column type.

You can select from the following column types:

• Actuals—Display actuals for the year
• Budget—Display budget values or select a Budget ID using the lookup button
• Calculated—Enter a calculation using the blue expansion button
• Previous Year—Display actuals for the previous year
• Other Currency—Displays actuals for a currency or select a Currency ID using the lookup button

In the bottom part of the window, you can select the ranges you wish to rollup in the inquiry window. First, you can select whether you want to rollup posting or unit accounts.

Select the segment you wish to summarize by, and then select the value or range of values to be included. Click Insert so the values appear in the Restrictions box. You can repeat this process for additional values or segments. For example, in the screenshot above, we are rolling up all accounts with a department value of 05, but we could add an additional restriction to limit it to main accounts 5000 through 8999.

Once you have finished specifying criteria for your rollup, click Save at the top of the window or click Inquiry to return to the Account Rollup Inquiry window.

Account Rollup Inquiry Window

Click Redisplay to view the information for the inquiry window. Note one line is displayed for each period, summarized for the range of segments specified earlier. You can choose to display a different year or toggle between displaying Net Change and Period Balances.

To view the rollup detail, select a period and then click the appropriate header, Actuals or Budget—you can’t drill back on calculated columns.

Account Rollup Detail Inquiry Zoom Window

The detail window will display the individual accounts summarized into the rollup. To view the debit and credit detail associated with an account, select an account and click the Balance zoom to open the Detail Inquiry window for the selected account and time period.

Detail Inquiry Window

Account Rollups can help you easily view summary-level balance information, which can be particularly beneficial when you have a large chart of accounts. If you are willing to spend 10 to 15 minutes to configure the necessary Option IDs, you may save time accessing information quickly and effectively.

For more information on Account Rollups, or for assistance with using this feature of Dynamics GP, contact our support center at gpsupport@bkd.com.