Changing Chart of Account Structure

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Posted on by Bhagyashree Shahade

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Hi,

In GP we had below structure of Account-

5300-000-30	Communication - Brazil
5300-000-00	Communications -
5300-000-20	Communication - Mexico
5300-000-01	Communications - US
5300-100-00	Communications - Australia

After we migrate to Business Central, we got only Main Account 5300 i.e Communications and we can filter Balances using Dimensions. Great!

But suppose while we make any Journal Entry we wont be able to search 5300-000-20 this Account, we can search only 5300, its difficult to recall other Codes. We wanted a way say, if we search for Communication - Mexico then we could find it easily but there`s no Account such. It difficult for Data Entry Folks for making Entries

Any kind of changes I can do in Chart of Accounts so that we can fix above scenario

Please Advise ,

Thanks in advance!

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Dynamics 365 Business Central

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RE: Changing Chart of Account Structure

Bhagyashree,

If you want to see Balances by Dimension, you go to the Chart of Accounts List, click Related/Balance and select G/L Balance by Dimension

You can also use Analysis by Dimensions to create a look by Dimensions and specific G/L Accounts.

Lastly, you can also use Jet Reports to create the report you need in Excel.

Hope this helps.

Thanks,

Steve

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Bhagyashree Shahade 170 on at

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RE: Changing Chart of Account Structure

Hi Steven,

Actually I found no issues in viewing. It's getting difficult while entering Data such as Journal Entries since data entry folks won't be able to search full account such as 5300-300-00 say communication- Argentina

Right now, they will enter 5300 in Account no. But how can they search Communication Argentina, every time they need to recall that what is next 3 digit and 2 digit code of this Account and then make entry in dimension.

Am not sure If we can add, Any customizations on Chart of Accounts so that we can save Accounts with full Account name and identify it with Dimension column.

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JAngle 119 on at

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RE: Changing Chart of Account Structure

On a journal you can have columns for 8 dimensions. Set the journal so the dimension code containing the next set of detail is the very next one. Text based searching can be used. Have the account 5300 set with a default dimension of code mandatory. User will get an error if they try and post.

If you turn the journal background error check feature on, users will see problems in the dedicated fact box

Modification wise, if you were forced down this route, something like this seems ok. Add a new field to the g/l account table/page as a Boolean. Add an event subscriber in a codeunit for onaftervalidate g/l account. If the mentioned field is true then pop open the dimension selection page and have an entry inserted for the necessary dimension code leaving the user to add the necessary dimension value. Personally, feel this is overkill and the configuration option I said is more user friendly

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JAngle 119 on at

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RE: Changing Chart of Account Structure

On second thought, we have a client live, since 2019, with a very similar requirement - different legacy system.

They have a mapping table. User keys to a new field the legacy reference. BC locates from the mapping and validates the regular BC fields. Works on sales and purchases too.

Means maintaining old and new account structures

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RE: Changing Chart of Account Structure

Bhagyashree,

I have had customer coming from GP who had this type of structure and they had to learn the BC process. Trust me it is not hard to learn. However, let me expand on this... You want the ability when someone enter the Root GL Account Number to search or enter the Country or other Dimensional elements. Adding to what Josh replied, we normally add the Dimension columns to the pages needed so Users can enter in order GL Account, Dimension A, Dimension B, etc... There is no need to search since I have drop downs to and find as you type entry.

If this is critical, then what Josh noted he did for a customer would be logical.

Thanks,

Steve

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Bhagyashree Shahade 170 on at

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RE: Changing Chart of Account Structure

Thanks for the quick response JAngle and

Josh, can you please describe your second way of doing a bit more.

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Janelle Riley 454 on at

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RE: Changing Chart of Account Structure

We have migrated a number of GP clients to Business Central, and we have found that the simplest solution is to rename the Dimensions to alphanumeric. That way when they are entering the transactions they don't have to look up the name for the dimension. For example, instead of selecting Dimension 20 for Mexico, they would select Dimension MEXICO.

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JAngle 119 on at

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RE: Changing Chart of Account Structure

To give you an idea, this is one a few event subscribers required:

[EventSubscriber(ObjectType::Table, Database::"Gen. Journal Line", 'OnBeforeInsertEvent', '', true, true)]

local procedure GenJnlOnBeforeInsertEvent(var Rec: Record "Gen. Journal Line"; RunTrigger: Boolean)

var

xRec: Record "Gen. Journal Line";

begin

if not RunTrigger then

exit;

UpdateGenJnlLineMapping(Rec, xRec);

end;

Main work is in the function it calls. Which is “worse” than I recall. Fields for old nominal and cost centre - instead of fussed together like GP. Essentially, the function checks a mapping table for entered values in the bespoke fields and returns the required BC data. You could get it to work for your situation

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Bhagyashree Shahade 170 on at

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RE: Changing Chart of Account Structure

Thanks everyone for the responses!:)

It seems renaming the dimension values will be more preferred. Have asked clients to do the same.

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