Microsoft Dynamics GP (Archived)

New Account Format - Adding a new Segment

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Posted on by Bill Campbell

I know this can be done, I have done it at least once in the past 20 years but I am not sure what I am doing wrong.

We have a request to change the number of Segments for a client from 3 to 4

Current format

xx-xx-xxxx for a total size of 8 and 3 segments.

Desired format

z-zz-zz-zzzz for a total size of 9 and 4 segments

Account format window shows - total 20 and 4 segments.

When I simply go into this window Administration >> Setup >> Company >> Account Format

I can change the size to 9 and the add the 4th Segment, but the segment is at the END and we need it to be at the FRONT.

What am I missing.

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L Vail 65,271 on at

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Hi Bill,

You're not missing a thing. That's the way it works. That said, I have rearranged the segments with the help of the PSTL Account Modifier Tool. It will be a two step process in your case. And of course, try this on a test company first :).

1. First, you change your account format to 2-2-4-4.

2. Next, put your existing account into Excel (be sure to make the columns text so your leading zeros aren't stripped off) where each segment has its own column.

3. Move the columns around so the accounts are in the place you want them.

4. Create the old account/new account file. The 'old' account will have a fourth segment that is four blank spaces - those are important.

5. Use PSTL to import the file.

6. Now you need to shrink your account format. To do that run the system reconcile utility against the account format setup.

7. Next, use the PSTL again and recreate the GL00105 records (Mike Lupro gave me this tip, I was doing it by hand)

8. Confirm the main segment is the right segment in Account Format Setup.

9. If you are using a segment of your account to define inventory sites, you'll need to go behind the scenes and change it.

Piece of cake!

Call me if you run into trouble, the hardest part is the import into the Account Modifier. 972-814-8550. I am presuming here that you cannot buy Corporate Renaissance Group's Reformatter module. If you can, that's the way to go.

Kind regards,

Leslie

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Bill Campbell 12 on at

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Funny you mention CRG - they suggested with the format of the account in the DIC I could just use Changer to make this happen. Maybe she misunderstood me when I told her where I wanted the new segment.

Thanks for the details, I will let you know how this works out.

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L Vail 65,271 on at

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Hi Bill,

I'm anxious to hear how it goes. You could use Changer, but you'd still have the problem of shrinking your account format. I do not know if Changer handles that - it might, it's a pretty robust tool.

Leslie

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Cheryl Waswick on at

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Hi Bill,

I don't believe you can change the position of the segment in GP. Did you use a 3rd party product in the past, like CRG's Account Changer?

Cheryl

Microsoft Community

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L Vail 65,271 on at

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Cheryl,

That's what the documentation might say, but we are crafty out here :). It also says that you cannot reduce the length of a segment - but alas, you can. :)

Kind regards,

Leslie

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Bill Campbell 12 on at

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Ok, so here is a screen shot of the first couple of lines of the import table I am building.

** blank(4) ** is there only on the sheet for reference - I is BLANK all the way down the remain 2,000 lines

.

So, my question is - If I want to end up with

1-xx-xx-xxxx

and we currently have the first place populated with 4 blanks - should I add the 1 after 3 blanks? so I would end up with

1-xx-xx-xxxx

Or do I import the blanks first and then change the format back from

2,2,4,4 to 1,2,2,4

by using the shrink process you described.

Once back to 1,2,2,4 using copy / move part of PSTL I believe I then select all accounts and move them from (blank)-xx-xx-xxxx to 1-xx-xx-xxxx

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Bill Campbell 12 on at

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Ok, that did not work at all.

I set the account format to 2-2-4-4

I created the OLD and NEW table then ran the import - but that is where it went wrong.

Had 00-00-1000- (old)

Want to move the back segment to the FRONT

In the last segment are currently 4 BLANKS

What I got was

- -0000-1000

Where the front two segments are filled with BLANKs

Just marching orders to get CRG's ReFormatter - so we are done with this case - thanks for the feedback and suggestions.

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L Vail 65,271 on at

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Bill,

You didn't call me :). It's a tricky move, but it does work. Did you rearrange your Excel spreadsheet? I did a GPUG Webinar on how to do this in late November. If you're interested, you can download it. I didn't complicate it by re-arranging the segments, but you'll see how it's done.

Kind regards,

Leslie

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L Vail 65,271 on at

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Hi Bill,

I went through changing Fabrikam from xx-xxxx-xx to x-xx-xxx-xxxx, and moving around the segments so the main account shows up as the last segment and the other segments switch around to the second and third segment. I wanted to do a 'step by step' with screen-shots and everything, so that all could enjoy this adventure.

Well, I came up with 26 steps and it has taken me over 3 hours to get through it all. The documentation isn't ready for publishing, but geeze, Changer is looking better and better all of the time!

Kind regards,

Leslie

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Bill Campbell 12 on at

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Leslie when you say Changer are you talking PSTL account modifier - or are you talking the tool from CRG?

I mistakinly thought it was the same tool

I will eager await your solution.

Thanks

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