changing account format that falls within account framework

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Posted on by Community Member Microsoft Employee

Good Morning,

I want to streamline/rationalize our account structure in GP. The pic shows the current account format setup. I want to make it ?-?-???-???. I have gone thru the steps in a post by Andrea Melroe(Is is Possible to Change the Account Format for the Chart of Accounts?) by first shortening the account by dropping the last two segments (?-?-??) so i can then increase the length of the third segment and add a 4th segment back. I am stopped dead when I go thru the step of reconciling the account format after I run PSTL account modifier to drop the segments; it shortens the segment max length to 1-2-2 and i can't increase it. Is there any way without purchasing the renaissance add on to increase the max. segment length so I can get a account format of ?-?-???-???.

Michael Ramsey

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L Vail 65,271 on at

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RE: changing account format that falls within account framework

Hi Richard,

You actually can use the PSTL tools as Michael suggested. It takes one or two more steps, but it does work. And, you've got to admit, it's much easier than building an Update statement. eek. I would probably use the Table Import Utility before I would fashion an Update statement. But then, I am pretty lazy. :)

Kind regards,

Leslie
Richard Wheeler 75,730 on at

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RE: changing account format that falls within account framework

Mike, when you go to Cards->Financial->Accounts are the spaces not there? How do they look in SmartList? The GL lookup screen builds a temp table called Lookup Account Numbers. Did you try exiting GP and coming back into this company before you did the lookup?
Richard Wheeler 75,730 on at

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RE: changing account format that falls within account framework

I just do not know how GP allowed for the specification of an 11 character GL account when the maximum is only 8. It appears someone made this change in SQL. Anyway, you can change the size of the columns up to what you need. Make the change to the values in the DYNAMICS tables and then change the structure of the GL00100 and GL00105. Remember to change the SYNCHRONIZE=TRUE setting in the DEX.INI file before launching GP Utilities after making these changes.
Community Member Microsoft Employee on at

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RE: changing account format that falls within account framework

We have just the one company. I use a copy of the production to test the changes first. This company has always existed since it was installed back around 2000 approximately, just moved from server to new server when hardware upgrades occur.
Richard Wheeler 75,730 on at

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RE: changing account format that falls within account framework

Very strange. You maximum account length is 8 but your current segment sizes add up to 11. Do you have other companies? We need to increase these maximums plus adjust the sizes inside each company. Are we doing this in a test environment? If not, do you have backups? Has this company database always existed with this DYNAMICS database under the same instance of SQL or did it get copied from another instance?
Community Member Microsoft Employee on at

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RE: changing account format that falls within account framework

Ok. Here are the results of the two tables
Richard Wheeler 75,730 on at

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RE: changing account format that falls within account framework

Pardon my typo. Can you send screenshots of:

[DYNAMICS].[dbo].[SY003001]

[DYNAMICS].[dbo].[SY00302]
Richard Wheeler 75,730 on at

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RE: changing account format that falls within account framework

Please provide the same screen shot of your DYNAMCIS..SY300001 table.
Community Member Microsoft Employee on at

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RE: changing account format that falls within account framework

Thanks for the additional information. Looking at the gl0100 table design, I seem to be limited to the char length of the [ACTNUMBR_1] field, correct(i.e. - I can't make segment 3 longer than 3 characters even though I wouldn't violate the max account / segment length? Or can I change the table design and lengthen those fields without breaking other parts of the DB?
L Vail 65,271 on at

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RE: changing account format that falls within account framework

Hi Michael,

You got some great advice from Richard, but I want to add one little thing. Be sure to check for any areas where you have designated a segment number instead of an account number. For instance, the inventory setup asks you to identify the segment which you are using for account segment substitution as seen below:

None of the changes you have made will make any adjustment to that segment designation. Also be sure to check the ACTNUMST field of the GL00105 table. This field is used (among other places) during the year-end close to make sure you have a RE account set up for divisional closing (if you are doing that).

Also, you can make the segments smaller by changing your accounts and then running the system reconcile. You can drop segments as well as shrink segments using system reconcile.

I'm giving a GPUG Webinar next week on the chart of accounts. http://www.gpug.com/events/gpugsignewtogp201408..

You might want to listen in if you are a GPUG member.

Good luck!

Kind regards,

Leslie