Account Roll Ups – Getting the combined balance on a range of accounts

The Account Roll Ups functionality in Microsoft Dynamics GP allows you to add together the balances on any number of GL accounts, from anywhere in your chart of acconts, and enquire / report on this balance. This is a very flexible piece of functionality.

To begin, you need to set up an Account Rollup Enquiry Option. Ya what Gay? ..fairly simple. Click on Enquiry >> Financial >> Account Rollup. Type in an enquiry ID and tab off the field. Click ‘Add’ when prompted. This brings you to the enquiry set up window.  First you can create up to 4 columns for your enquiry – and these can have the following types of values: 1. Actual GL balances 2. Budget Balances (you can select which budget to use) 3. Calculated – (does what it says on the tin)  4. Previous Year actual balances from the GL and  5. Other currency. Your 4 columns can be all Actuals, or all Budgets etc. or any combination.

You then select if you want to use Unit or Posting accounts (you can’t combine these two types of accounts one enquiry).

Then its down to selecting the accounts you want to display. You can select the segment ID you want to filter on. In a simple example you could select the Natural Accounts segment. Then start to select the segment values you want included. You can enter multiple selections, and add filters for more than one segment. For example, I could add the values 0000 and 0001 and 3000 and 3400 for the natural segment, and then also add a filter for the first segment of  ’01 to 02′ – now account numbers 01-0000, 01-0001, 01-3000, 01-3400, 02-0000, 02-0001 etc will be included in the query.

Save this window and close it. Select your enquiry in the Enquiry >> Financial >> Account Rollup window and your data will be displayed. Select any one of the financial periods and drill back on any of your columns to see how the data is built up. This really is a good piece of functionality and is much neglected.

Microsoft Dynamics GP Account Rollup