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Dynamics 365 Community / Forums / Finance | Project Operations, Human Resources, ... / How important is it th...
Finance | Project Operations, Human Resources, ...
Answered

How important is it that the Distribution Reference matches the account number?

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Posted on by RK-66 15

Hello!  We have a number of transactions that are copied & pasted into Transaction Entry for ease of journal creation.  I am very new to GP Dynamics & have a question about the proper setup of the Reference description & the GL Number for pasting into GP.  Also, what is the purpose of such setup?  For example, in Excel we have several hundred rows of data in the format:

Reference            GLNumber        Debit           Credit

100 - 2/1/2021      1100-000-00     100.00         0.00

105 - 2/1/2021      1102-105-00     100.00         0.00

110 - 2/1/2021      1103-110-00      100.00        0.00

The pattern of this inherited setup seems to be that the beginning 3-digit figure matches the middle 3-digit figure of the GLNumber for each entry.  I have created similar Excel data for other transactions but I have not conformed to this matching of 3-digit sections.  What is the purpose of this matching?  Reporting or something else?  Am I creating problems by not having this matching in my other Excel data which I use to make quick & easy JE's?  For example, I simply use 100 - 2/1/2021 in front of each data row instead of matching each with the 3-digit dept of the related GLNumber.

Thank you.

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Microsoft Dynamics GP
  • RK-66 Profile Picture
    RK-66 15 on at
    RE: How important is it that the Distribution Reference matches the account number?

    Hi Lisa,

    An incorrect distribution reference was entered and is causing some reporting issues.  Is there a way to correct this?  

    Example:  

    Distribution Reference entered as 100-02/28/2021 but should have been 220-02/28/2021

    Thank you!

  • RK-66 Profile Picture
    RK-66 15 on at
    RE: How important is it that the Distribution Reference matches the account number?

    Thank you, Lisa, for the clarification.  This has helped me.  : )

  • Suggested answer
    Lisa at AonC.com Profile Picture
    Lisa at AonC.com 3,134 on at
    RE: How important is it that the Distribution Reference matches the account number?

    The Reference Description is a very useful column for giving additional information to explain the purpose/source of the distribution entry. What appears to a thoughtful reference in your example is good to see.  :)  Based on what you are showing, this looks to me like cash postings for 02/01/2021 by department (GL Account Segment 2).

    If the first three characters do represent the second segment, your use of 100 in front of a distribution to Segment 2=105 or Segment2=110 would break that logic and not be useful.  (Personally, I would prefer to see the Reference be blank than contain meaningless information.  The Segment 2 value would still be visible in the Account string.)

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