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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Sub accounts created i...
Microsoft Dynamics GP (Archived)

Sub accounts created in general ledger and control account

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What are the steps or best practice when having 50 sub accounts that link to one control account?  We have to import our journal transactions from our payroll system and the detail comes in as a lump sum.  For SUTA reconciliations this is an Accountants nightmare but there is a solution.  I have to create a liability sub-account for each individual state in the general ledger and I want the balances to roll up into the control account and have that being the only account on the financials in FRX.  I thought I could create a sub-ledger that mimicked A/P however I was unable to find anything information on that and I created the accounts with a specific Category (State Unemployment Taxes) and setting each State's account to Detail on the level of Posting from Series and changed the control account to Summary.  I turned off the allow account entry for the control account but I am unsure if this will allow the balances to roll up into the control account.  Am I on the right track?  Any suggestions or guidance is greatly appreciated. 

Thank you so much.

With kind regards,

JayJ

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  • Verified answer
    L Vail Profile Picture
    L Vail 65,271 on at

    Jay,

    Dynamics GP does not have control accounts. Every account is a level 1 posting account. You group the accounts together based on your main account number when you create financial statements thereby giving you the ability to summarize balances. There is a feature in GP where you can create inquiries, it's called the Account Roll Up Inquiry. Here you can identify disparate accounts and cause them to roll up in a view that you can then drill down on. No sub accounts in GP. Setting your subledger 'control' accounts to not allow account entry is the right move. I'd also unmark all of the 'Include in Lookup' choices for those accounts. In order for the 'Level of Posting from Series' choices to work, you also need to go into your Posting settings and choose to 'Create a Journal Entry Per: Batch' and mark the checkbox next to 'Use Account Settings'. Without this configuration in Posting Setup, your choices on the Account Maintenance window will be ignored.

    Kind regards,

    Leslie

  • Community Member Profile Picture
    Community Member on at

    Hi Leslie,

    Thank you so much for your quick response.  I greatly appreciate it.  I have a couple more questions in regards to the posting setup.  What effect would the checkbox 'Use Account Settings' have on the other purchases accounts where the setting are all set to Summary.  I am first to suggest this and test this kind of account maintenance in our GP.  Which origin would you suggest I apply this to for my transactions?  I use integration manager DAJ Header and DAJ TRX for these payments due to the high volume of them and that they are withdrawals from the bank.

    I hope you have a great day.  Thank you so much.

    With kind regards,

  • Verified answer
    L Vail Profile Picture
    L Vail 65,271 on at

    Hi,

    When you set an account to 'Summary', any distributions to that account in the batch will be summarized into one line. For payables, when a payment is made, the accounts payable account records a transaction for each invoice. When you mark summary, just the account you marked summary behaves in this fashion. The other accounts will post in detail. If you don't check the 'use account settings box' the entire batch will post in summary. The settings on one account will only apply to that account, the other accounts remain at the default. The default is to post in detail.

    You describe decrease adjustments via bank transactions. Are you not using Payables?

    Kind regards,

    Leslie

  • Community Member Profile Picture
    Community Member on at

    Hello,

    Thank you for explaining the 'use account settings box' in more detail.  I now understand how the account activities are posting in the accounts.  We do not have this box checked for any accounts that we have and from my experience when 'summary' is selected on the account maintenance screen the accounts with the same 1st segment but different 2nd segment the amounts will roll up to the 1st segment on reporting.

    Yes, we do use Payables but not for withdrawals out of the bank.   We record withdrawals as DAJ's in the Bank Transaction Entry Module or we do an upload using Integration Manager.  We have a development server to do testing before making any live changes to our production and when I tested the upload everything went in correctly as I had planned however the control account didn't summarize the balance in all accounts.  Am I correct in stating that this is only going to happen in FRX for reporting purposes and there is not an option in Great Plains to automatically have the balances of each sub-account roll up into the control account?  The control account will always have a zero balance but when reporting in FRX it will show the sum of the sub-accounts.  Am I on the right track with this analogy?  

    With kind regards,

    Jayme Andrew

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