Ledger account alias in Dynamics AX

In this post, I am going to describe the functionality of ledger account alias in Dynamics AX.
Ledger account alias is used to provide a shortcut to a complete or partial ledger account number.Advantage of using this feature is that if you have a large financial dimension and you don't want to enter that large financial dimension again and again then this functionality will help you to just enter the alias of that particular financial dimension and then financial dimension will automatically populate to the ledger dimension field.

I am using COM demo data set here.
Go to General ledger > Setup > Chart of accounts > Ledger account alias
Click New
Set ledger account alias = 'Test123' or whatever that is easy for you to remember
Set Type = Shared
There are three types in the drop down.
Shared – The ledger account alias will be available for all legal entities.

User group – The ledger account alias will be available for the user group that you select in the Group field.

User – The ledger account alias will be available for the user group that you select in the User ID field.

Set Account Structure = Balance 

I am using balance sheet account here that's why i used Balance account structure. There are Balance sheet accounts setup on Balance account structure. There are only two dimensions in this account structure (Fund - Main account).

Set Ledger account alias definition = 999-11010 [999 is the fund dimension and 11010 is the main account]

Whenever i will enter Test123 on any ledger dimension field then 999-11010 will automatically populate to the ledger dimension field and will be filled in automatically. I don't need to enter the whole financial dimension value.

Set Initial focus field = Fund 

You can also set main account on the initial focus as well but it depends on your focus. In my case, the initial focus is set on Fund because the dimension starts with Fund that's why i used Fund. It depends on the sequence of your account structure, which dimension comes first. So, always set dimension on the initial focus that comes first in sequence

When you enter this ledger account alias "Test123" on the Fund attribute or segment then your financial dimension automatically set to 999-11010

You can check this functionality on General Journal form or Advanced ledger entry form or where ever Ledger dimension field is used in AX. You just need to enter Test123 on the fund dimension then 999-11010 will be populated on the ledger dimension field.

If you have any queries or questions then feel free to contact me on my email addresses given below:

uzi_sag@hotmail.com, uzairshah50@yahoo.com

How to restrict main accounts for manual entry in Dynamics AX?

In this post, I am going to describe how to restrict accounts for manual entry in Dynamics AX.
Accounts can be restricted for manual entries but you cannot control account for automatic entries in Dynamics AX if those accounts are used.
I will show you how accounts can be used manually as well as automatically.
This functionality is useful for banking solutions where it is not preferable to use main accounts manually.

Manual entry scenario: 
I am using COM demo data set here.
Go to General ledger > Common > Main accounts
Select 11010 main account

Click Edit or double click the selected record
Check mark Do not allow manual entry checkbox

Now, i am going to post General journal from General ledger module using the same account 11010 on which i checked mark the do not allow manual entry checkbox

You can see on the above screenshot that 11010 main account is not allowed for manual entry. However, 11010 can be used for automatic entries where the checkbox do not allow manual entry is checked or not, it doesn't effect automatic entries.

Automatic entry scenario:
I am using main account 11010 as cash bank account "Treas Bank".
"Treas Bank" is a bank account that contains account 11010.

Now, i am going to post General journal using the offset account type "Bank" and offset account "Treas Bank" that contains account 11010.

You can see on the above screenshot that General journal is posted successfully and the voucher is created as a result of posted General journal.
Voucher is showing below entries 
999-45999-120-101             -100 (Credit amount) [Originating entry]
999-11010                           100 (Debit amount)  [Offset account entry of Bank account                                                                                  "Treas Bank"]

As you can see that 11010 account is checked mark on Do not allow manual entry checkbox but there is entry generated against this account as shown above because it is generated automatically by the system. I didn't enter the manual entry account here.

For any issues or concerns, you can contact me on my below email addresses uzi_sag@hotmail.com, uzairshah50@yahoo.com

Happy Daxing!

Posting definitions vs Posting profile in Dynamics AX

In this post, i am going to describe what is the difference between Posting definitions and Posting profile in Dynamics AX.

Posting definitions	Posting profile
It is used when multiple offset, balanced ledger entries based on transaction types and accounts are needed	It is used when there is only one offset ledger entry is needed.
Posting definitions applies on the whole module. For example: If Accounts payable module is selected while creating posting definition then balancing or offset entries of that posting definition will be effective on the whole Accounts payable module.	Posting profile applies on the vendors and customers. Both vendors and customers has separate posting profile setup.
Posting definitions supersede Posting profile if Use posting definitions checkbox is checked on General ledger parameters form. Path of this form is General ledger > Setup > General ledger parameters Below is the screenshot of the form.	Posting profile can only be effective if  Use posting definitions checkbox is unchecked on General ledger parameters form. Path of this form is General ledger > Setup > General ledger parameters Below is the screenshot of the form.

If Use posting definitions checkbox is unchecked and there is posting definition created but no posting profile created then posting definition will become effective

If Use posting definitions checkbox is checked and there is no posting definition created then posting profile will become effective

Posting profile will be usefull when each vendor and customer has separate sets of offset accounts used for their transactions.

Posting definition will be usefull when there is only one set of offset account used for their transaction.

Hope, you will understand the difference between posting definition and posting profile after reading this blog.

Happy Daxing!

How to stop specific customer for further transactions in AX?

In this post, i am going to describe how to stop specific customer for further transactions.
I am using COM demo data set here:
Go to Accounts receivable > Common > Customers > All customers

Select Customer RCUS000001
Click Edit or double click on the selected customer
Expand Credit and collections fast tab

The invoice and delivery on hold function has several below options:
No – No holds have been placed on the customer.
Invoice – No invoices can be posted for this customer.
All – The customer is on hold for all transaction types, including free text invoices, customer invoices, and payments.
Payment – This is invalid option for customer and cannot be selected.
Requisition – This is invalid option for customer and cannot be selected.
Never – The customer is never put on hold for inactivity.

I am selecting All option on customer RCUS000001 and doing General journal transaction against the customer RCUS000001 on General ledger module

You can see on the above screenshot that i cannot post General journal type transaction because the customer RCUS000001 is on hold.


Happy Daxing!

How to stop specific vendor for further transactions in AX?

In this post, i am going to describe how to stop specific vendor for further transactions.
I am using COM demo data set here:
Go to Accounts payable > Common > Vendors > All vendors
Click On hold button on action pane

The on hold function has several below options:
No – No holds have been placed on the vendor.
Invoice – No invoices can be posted for this vendor.
All – The vendor is on hold for all transaction types, including purchase requisitions, invoices, and payments.
Payment – No payments can be generated for this vendor.
Requisition – Only purchase requisitions can be created, but no other transactions.
Never – The vendor is never put on hold for inactivity.

If i select options other than No and Never then the Vendor is always active.
I can put Vendor on hold until a specific date and release it so that Vendor can be used for further transactions. This can be achieved by setting Vendor hold release date.
Vendor will become active if the system date is greater than or equal to Vendor release date irrespective of options selected other than No or Never.

If i checked Apply hold in all legal entities checkbox then on hold functionality will be applied on all the legal entities linked with each other on organizational hierarchy.

I am selecting All option on vendor PVND000001 and doing General journal transaction against the Vendor PVND000001 on General ledger module

I am going to post General journal against the vendor PVND000001 that is on hold.

You can see on the above screenshot that i cannot post General journal type transaction because the vendor PVND000001 is on hold.

Happy Daxing!