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Microsoft Dynamics GP provides great functionality for analyzing and reviewing individual accounts and sequential groups of accounts. Many users don’t know that it also provides impressive functionality for analyzing non-sequential groups of accounts via a feature known as Account Rollup.
Account Rollups are inquiries built to allow users to see different GP accounts rolled up together and to provide drill back capability to the details. Additionally, these queries can include calculations for things such as budget versus actual comparisons and calculations.
FRx Reporter provides similar functionality and Account Rollup allows users to access this functionality without the wait time of starting up FRx. Let’s see how to mix up some account rollups in this recipe.
Before using Account Rollups it’s important to understand how to set them up.
Notice when looking up these accounts for selection that these numbers are not sequential; there are a number of accounts in between.
Now that we’ve built an account rollup let’s see how to make it work:
Account Rollups combine the account totals from disparate accounts for reporting. This is great for tying back multiple accounts that roll up into a single line on the financial statements. Account Rollups also work well for analyzing a single segment, such as a department, across multiple accounts. In the past, I’ve used this for easy comparisons of Fixed Asset general ledger accounts to the subledger and for rolling up full-time equivalent of unit accounts to get the number of employees across the company with drill back to the employees in each department.
Dynamics GP provides options for robust workflow functionality integrated with Microsoft Office SharePoint Server (MOSS) or Windows SharePoint Services (WSS). However, for many users this is more functionality than they need. Additionally, many organizations don’t feel they are ready for the cost and complexity of MOSS. For users who only need a simple workflow to ensure that they remember the steps for a particular task, a basic workflow can be built using shortcuts and folders.
This process works well for irregular tasks such as month-end or quarter-end processes where tasks are performed infrequently enough, thus making it easy to forget the steps. For this recipe, we’ll look at setting up a basic month-end workflow.
The basic steps of this task are to create a folder to hold the workflow and then to add the steps in order to that folder. For our example, we will assume that a month-end financial closing workflow includes posting a Quick Journal, processing a Clearing Entry, and closing the month.
Here are the steps to create a basic Ad hoc workflow:
Ad hoc workflows provide an option to group a set of steps together and make these all available in one place. Clicking on the arrow to the left of the folder closes it up and keeps the steps out of the way until these are needed. Clicking on the arrow again reopens the folder to run the steps. Some common uses include creating a basic set of steps for new users, monthend and quarter-end processes, and any other process where it is important to ensure that all of the steps are followed.
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