account format change

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Hello,

I’m looking for a solution to convert my existing chart of accounts to a new structure.

Currently, our account structure is six segments where N represents the natural account number:
xxx-NNNN-xxx-xx-xx-xxxx

Our goal is to convert the existing account structure to be four segments with the following (where N is the natural account number):
xx-xxx-NNNNNN-xxxxxx

Additionally, there will be multiple existing accounts that will need to be consolidated into a single new account number.

Our existing account format is Maximum Account Length = 20 and Maximum Segments is 7. (Tools>Setup>>Company>>Account Format).

What would be a suggested process to accomplish this? I’ve evaluated the GP PSTL and CRG as a tool, but it doesn’t seem like one solution can address this. It also seems like there may involve a few intermediate steps to get to our end result.

Please advise.

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Manikandan 2,845 on at

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RE: account format change

Hi Jay,

Please refer the following link. Hope you can find the answer.

https://community.dynamics.com/gp/b/dynamicsgp/archive/2013/01/22/is-it-possible-to-change-the-account-format-for-the-chart-of-accounts-in-gp.aspx

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babubaskaran@outloo... 12 on at

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RE: account format change

Hi Jay,

I agree with Manikandan and PSTL is the right tool to do this job. I have done this in the past and its works perfectly alright. Just make sure to take a backup of the company database and logout everyone when you do this.

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Thomas Newcomb 1,810 on at

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RE: account format change

Hi Jay!

I would have to agree with the link Manikandan has provided as Babu has as well. I have provided the link to customers in support cases such as what you are describing and it always seems to clear up any questions.

Please let us know if you have any additional questions!

~Thomas Newcomb

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Microsoft Dynamics GP Support

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This posting is provided "AS IS" with no warranties, and confers no rights

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Community Member on at

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RE: account format change

I saw this post as well. What I am not clear I the process it would tale for me to go from point A to point B. For instance, do I need to create a set of intermediate accounts to migrate the transactions to and then migrate to the final chart of accounts? It' going from one forma to a different one so I'm curious to know if I need to adjust the format first.

My other concern is that currently, each segments maximum length is 5 characters. With my new COA structure, I will need to have 6 characters fro two of my new segments.

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babubaskaran@outloo... 12 on at

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RE: account format change

Hi Jay,

You can convert old account directly to new account no intermediate nd you change the account format from five to 6 before converting the GL in PSTL.

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Bill Campbell 12 on at

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RE: account format change

Jay, we are in the middle of this exact task right now and we have been able to take our COA from xx-xx-xxxx to n-xx-xx-xxxx where we added a new segement to the front of the existing COA and we used only the PSTL tool.

This only works of course if our Account Framework will allow for the additional segment and needed size.

So, the steps are not as bad as it may appear.

MAKE A BACKUP

I could list our steps, but we followed those from the posting and it works.

When you finish with the Validation and Convert, the system asks you if you are Consolidating any accounts.

In that case you will need to have a new spreadsheet that has the Consolidate List in two columns.

PSTL seems to work, we were considering CRG's Changer, but in discussions with them and the community we struck out on our own, followed the great advice provided by the community and pressed on.

Reach out via email if you want to discuss off line.

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Community Member on at

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RE: account format change

Thanks for the feedback. Here's one thing that I'm not sure if PSTL can handle: Currently, each segments maximum length is 5 characters in the Tools-Setup-Company-Account Format window. With my new COA structure, I will need to have 6 characters for two of my new segments. I thought GP won't allow this but I could be wrong.

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babubaskaran@outloo... 12 on at

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RE: account format change

Hi Jay,

GP allow 9 character on one segment. So you do the changes to format and do the PSTL.

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Bill Campbell 12 on at

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RE: account format change

PSTL will handle this as long as you have the STRUCTURE in the Account Format that will support the increase in size of the account number and secondly if you allowed for 6 or more characters when you were first setting up the individual segments.

When we talk about Max 12 and 4 Segments it is possible to have built the original account format with a restrictive 2 character max for some of the segments.

If this is the case here Jay, then you are going to have to look to the ReFomatter tool from CRG as PSTL will not change the underlying structure, only move data around in side that defined structure.

Hope this helps.

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Bill Campbell 12 on at

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RE: account format change

Babu, you are correct, but you have to be sure to have built that 9 characters into the orginal structure of the account format and that happens at the beginning of the installation.

Back in the day, that step was not optional, now unfortunately, you can skip that and use the 'default' - watch the next time you do a brand new install - that is a step often skipped.

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