Skip to main content

Notifications

Announcements

No record found.

News and Announcements icon
Community site session details

Community site session details

Session Id :
Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Default AP account
Microsoft Dynamics GP (Archived)

Default AP account

(0) ShareShare
ReportReport
Posted on by Sunil Chhabra 1,938

All our AP invoices are charged to a single liablity account.  01 -2000.

We have several departments (02,03,04, etc).

We have a special department (#93)  that requires us to keep track of it as a seperate AP.

When AP invoices are entered for this department - is there any way to change the default AP account to 93.

Therefore, if the expense is charged to 93 department, then AP account should be changed to 93-2000. I tried using a VBA for this but I am not sure how work with the distribution grid.window.

Thanks 

 

 

*This post is locked for comments

  • Sunil Chhabra Profile Picture
    Sunil Chhabra 1,938 on at
    Re: Re: Re: Re: Default AP account

    Thank you Heather,

    I will test it in 10 as that is what we are using.

    Sunil 

     

  • Heather Roggeveen Profile Picture
    Heather Roggeveen 9,144 on at
    Re: Re: Re: Default AP account

    Control account management will do that.  I could not get it working in 10, but that may be set up related.  I tested it last night in my 2010 environment.  I allocated a different control account only to one of the other divisions.  When you run the reports that tell you how much unpaid relates to each department it only tells you the ones you have mapped. 

     Using Control account management (in 2010 anyway) you can tell it to post a reversing journal entry for the value or just report on it.  I think it works very effectively.

    The problem with allocating it at the time of entry is that you then also need to clear it out at time of payment - even if you succeed with the first part, the second may prove too difficult.

  • Sunil Chhabra Profile Picture
    Sunil Chhabra 1,938 on at
    Re: Re: Default AP account

    Heather,

    We are using 10 with sp4. Ideally it will be best if it is tracked at the time of the entry. But if there is a way to track it after the data entry is complete through a routine that will work too.

    I understand  GP has a control account  feature  that will match the dept for all dept in liability account. But in my case I just need it for this specific dept. I tried writing a VBA that will change the liability based on the the first 2 digits of my expense item, but I am getting errors in scrolling windows. (distribution window)

    Thanks

  • Heather Roggeveen Profile Picture
    Heather Roggeveen 9,144 on at
    Re: Default AP account

    Hi Sunil

    A couple of clarifying questions:

    1. What version of Dynamics GP are you using?

    2. Does the liability need to be specifically tracked at the time of the transaction or is it just that you need to at any point in time report on what is outstanding relating to department 93?

    Cheers

    Heather

  • Sunil Chhabra Profile Picture
    Sunil Chhabra 1,938 on at
    Re: Re: Default AP account

    Thanks, however, the posting is not vendor specific. about 10% of the transactions need to use this seperate liability account and users are forgetting to change it. Furthermore, we might have an invoice with expense going to multiple departments and if one of the department is 93 then the AP liability account needs to be the same for it.

    For example: If an invoice has the following expenses

    telephone - dept 01    $1

    Telephone - dept 02   $1

    Telephone - dept 03  $1

    Telephone - dept 93  $1

    then the Liablity account should be

    AP Liability - dept (01,02,030  = $3  (it could be a single line or multiple lines0

    AP Liablity - dept 93  = $1.

    Thanks

     

     

  • Richard Whaley Profile Picture
    Richard Whaley 25,195 on at
    Re: Default AP account

    One way to accomplish this in GP is to use separate vendors for department 93.  In the vendor card, under accounts, the AP account can be specified as a special account number.  All other vendors with nothing in this field would use the standard AP account number.

    It is necessary to have the account number entered on the transaction (either defaulted from special vendors or hand changed) before the invoice is vouchered.

     Our book Information Flow and Posting actually spends a lot of paper on accounts and where the account numbers are loaded and how to control the accounts.  You might want to get a copy.

Under review

Thank you for your reply! To ensure a great experience for everyone, your content is awaiting approval by our Community Managers. Please check back later.

Helpful resources

Quick Links

Announcing Our 2025 Season 1 Super Users!

A new season of Super Users has arrived, and we are so grateful for the daily…

Vahid Ghafarpour – Community Spotlight

We are excited to recognize Vahid Ghafarpour as our February 2025 Community…

Tip: Become a User Group leader!

Join the ranks of valued community UG leaders

Leaderboard

#1
André Arnaud de Calavon Profile Picture

André Arnaud de Cal... 292,494 Super User 2025 Season 1

#2
Martin Dráb Profile Picture

Martin Dráb 231,305 Most Valuable Professional

#3
nmaenpaa Profile Picture

nmaenpaa 101,156

Leaderboard

Featured topics

Product updates

Dynamics 365 release plans