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Finance | Project Operations, Human Resources, ...
Answered

Advice for implementing new COA from 2025 for legal entities which went live in 2022

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Posted on by 36

Hello everyone! Hope you are all having an amazing afternoon so far.

I'm currently facing a very interesting challenge. By law, a company (client which I am working on) has multiple legal entities that must adopt a new local chart of accounts starting from 2025. They have been operating in F&O for nearly 2.5 years, and I'm brainstorming potential solutions.

One idea is to create a new legal entity, establish a unified chart of accounts, and map it across all required legal entities, essentially setting up everything from scratch—this would include payables and receivables setup, migrating cards, account structures, and linking the new COA with various financial dimensions.

However, I’m also considering the creation of new financial dimensions, though I'm aware this could complicate things as a local main account can only be linked with one financial dimensions. For example one main account can be linked with one department and not two, but the same department can be linked with as many different main accounts as we want. (just a example that came to my mind.

I'm thinking in that way to using these new local main accounts as new financial dimensions and mapping the existing ones to these for reporting purposes. But I’m unsure about how to integrate all the existing main accounts effectively.

Has anyone here dealt with a similar scenario? I’d greatly appreciate your insights on whether I’m on the right track and how you might approach this situation.

Thank you everyone!

I have the same question (0)
  • André Arnaud de Calavon Profile Picture
    301,474 Super User 2025 Season 2 on at
    Hi Olafsonn,
     
    When reading your question, I'm getting confused. What exactly do you mean by linking a department value to a main account? Is this about having a default value? Or do you need two department dimensions with each a specific value?
  • Olafsonn Profile Picture
    36 on at
    Hi Andre 
     
    Sorry, it was just an example, it has nothing to do with the case scenario which I explained. For example one main account is assigned with only one business unit, but it cannot be assigned to two business units that was just an example. My point is that you cannot link one main account to multiple values for one financial dimensions in the legal entity overrides. 
     
    My main question is, did you had previously a similar case scenario where company wants to switch to a completely new CoA, but they've been doing all the operations and bookings for 3-4 years previously?
     
    Thank you. 
  • Jonathan D Struble Profile Picture
    128 on at
    Will the new values for the Main account have the same number of digits?
     
    If not, you can add the new values to the Main accounts, and make inactive the old values.
     
    The old values will still be available for reporting in Management Reporting purposes, but just will not be available for data entry nor postings.
  • André Arnaud de Calavon Profile Picture
    301,474 Super User 2025 Season 2 on at
    Hi Olafsonn,
     
    I had one implementation in the past where they completely changed the dimension structures, not replacing all main accounts. We did it at that time within the same legal entity with some additional validations regarding which dimensions and values to use before and after a particular date.
     
    As mentioned by Jonathan, you can add new numbers with a different lenght and manage using legal entity overrides which accounts are valid until or from a specific date. In this case, you would also need to fill the opening account on the old accounts with the new one for the opening balance.

    Creating new legal entities is also an option. I would recommend against using dimensions as replacement for main accounts.
  • Verified answer
    PasqualD Profile Picture
    83 on at
    Hi Olafsonn,
    this is in fact a very interesting mammut task;)
    I understand this task as a consolidation of all local COAs to one new central COA, maybe with some local requirements to add some accounts for local GAAP. 
    I would think in two directions:
    1. Setup of new COAs in the legal entities with all consequences (Posting profiles, account structures, financial dimension, Management Reporting etc) and suspend the old accounts, so no booking is possible on the old accounts.
    2. Migration of opening balances to the new COA considering also the subledger reconciliation (take the vendor to ledger reconciliation report as a reference)
     
    Hope this points you in the right direction! Glad to further discuss your concept.
     
    Best regards,
    Pasqual

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