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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Current Yr Unit Accoun...
Microsoft Dynamics GP (Archived)

Current Yr Unit Accounts not deleting

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Posted on by Ben Faris 910

I am new to the Dynamics world.  I took over our companies GP IT responsibilities this week.  I am having a problem deleting the Unit Accounts for 2010 that were carried over from 2009.  The effect of this issue appears when we run a report in FRx for the January Month End processes, and the Jan MTD and YTD Actuals do not balance out (which they obviously should).  I have been working with the Article ID 857582 from Customer Source and even though the SQL commands completed successfully, the YTD Actuals are still being carried over from 2009.  Any thoughts?

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  • K Day Profile Picture
    K Day 7,365 on at
    Re: Current Yr Unit Accounts not deleting

     I just wanted to be clear that Unit Accounts are treated like Balance Sheet accounts so when you close the year, there is an entry that brings a Balance Forward.  If you want to adjust the totals, then why not make a journal entry to correct them on the first of the month?

    You will likely not be able to delete any account that has had activity. 

    Does this help?  Or am I missing something?  I didn't get a change to read that KB article.

  • Ben Faris Profile Picture
    Ben Faris 910 on at
    Re: Re: Current Yr Unit Accounts not deleting

    That is an option, I assume.  I was basing my troubleshooting off the KB article since it was a known occurrence.  I was aware that GP treats Unit Accounts as Balance Sheet accounts.  If you get a chance to read the article, it might make more sense what I have already attempted.  Would the JE's be required each month to adjust the entries?  It seems like it would be best if the Unit Accounts were reset to zero each year as long as the previous years data was recorded during year end processes, which it was in our case.

  • K Day Profile Picture
    K Day 7,365 on at
    Re: Re: Re: Current Yr Unit Accounts not deleting

    I guess it sort of depends on how you are using these Unit Accounts.  For example, I work with a company that uses them for headcount by department.  Then we use them as a basis for variable allocation accounts to allocate costs such as rent, electric, and even some depreciation expenses.

    So in our case, we need them to be brought forward.  Because the headcount on 12/31/09 shoud be the same as 01/01/10.

    What that article has you doing is simply deleting jornal entries out of the system where the account is a unit account and the Source Doc is BBF.  I would have never tried that myself if I didn't read that article.  But if Microsoft says it is okay, then I accept that.  You could also just do the journal entries through the front end to back out the BBF.  But that might be a hassle depending on how many you have.

    But here is the monkey wrench:  This company I give as an example needed to do a journal entry using these headcount for allocations in mid January before we closed the books this year.  So each of the headcount account had a 0 balance in 2010.  What they did was just a journal entry to get the balances where they need to be in January 2010 and posted their allocation journal entry.  When we closed the year, the balances brought forward and they were double what the real count was from 1/1.  So to get them back to normal, they did another journal entry to lower them on 1/1.

    So, sorry for the non-answer, but it depends on what you are using the unit accounts for.  As you can see in my case, the system behaves as I would want it to, because I really would not want to have to re-enter the headcount every year; in my case, just keep it a running balance.

  • L Vail Profile Picture
    L Vail 65,271 on at
    Re: Re: Re: Current Yr Unit Accounts not deleting

    I'm probably oversimplifying here, but it sounds like you want the unit accounts to behave like P&L accounts, but they wouldn't 'close' to anything they would just start over at zero. You want to maintain the integrity of the 2009 balance, but you want the 2010 balance to be 0 when you start the year. You want this to happen without recording any transactions in the history year. I presume you want to keep the account transaction history. Does that round up what you need?

     Leslie

  • Ben Faris Profile Picture
    Ben Faris 910 on at
    Re: Re: Re: Re: Current Yr Unit Accounts not deleting

    L Vail, you hit the nail on the head.  Thanks for finding a simplistic way to describe what we are looking for.  That is exactly what we are looking for.  We have already retained the integrity of the 2009 balance, so now we are just trying to start back at 0.  My previous counterpart relayed to me yesterday that this script in the KB article is what she used in the past, and has provided them with the reset of the Unit Account balances like they were looking for.  K Day was also accurate in saying that it depends on what we use the Unit Accounts for.  In our case, we are a hospital chain who uses them to track the amount of patient days billed each year.  If there is an alternative to using this SQL statement, or creating JE's each month to balance the accounts, please feel free to reply.  In the meantime, I am going to open up a case with MS, as we have a few incidents remaining on our contract before our renewal date.  Thank you both for your assistance.

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