Deactivate main account in Dynamics AX

In this post, I am going to describe how to deactivate main account. This option is very useful in certain situations where you don't want to use the account and also want to keep the account in the system to check the history. 
If the account is deactivated then it cannot be used for any further transactions.
Go to General ledger > Common > Main accounts
Select 11010 main account for deactivation

Click Edit button or double click the selected line

Set Active from = 1/1/2012
Set Active to = Today's date
The account will be active in this date range. The account cannot be used for any transaction before Active from date and after Active to date. Both Active from and Active to dates are included in the range and can be used for transactions.
Now, i am going to create General journal from General ledger module using the same account 11010 on which i specified the date range for the activation.
I am entering today's date + 1 in General journal line to check if i can use account 11010 or not.

Now, you can see the validation message appears that says Main account 11010 is inactive and it doesn't let me to post the transaction.
Hope! you understand this scenario as this is helpful in the situation where you don't want to use the account for further transactions and at the same time want to keep the particular account to track the history

Happy Daxing!

Grouping Vendors into a single account in AX

In this post, i am going to describe how Vendors can be associated to the single account entry.

First create a Vendor group from the path
Go to Accounts payable > Setup > Vendors > Vendor groups
I created the Vendor group "OTH" and filled out required fields

Go to General ledger > Setup > General ledger parameters
Uncheck Use posting definitions checkbox otherwise it will supersede the vendor posting profile account and our main objective is to use one vendor account for vendors associated with same vendor group. If this posting definitions checkbox is checked then accounts that are setup on posting definitions will be picked up which is not our requirement.

Go to Accounts payable > Setup > Vendor posting profiles
Create posting profile
Click Add button in Setup fast tab

Account code column values:
Table = You can select any specific or individual vendor and then allocate account to that particular individual vendor
Group = You can select vendor group and then allocate account to that particular vendor group
All = The account is allocated to all vendors irrespective of any group or any individual vendor
In this requirement, we will set Account code as Group then allocate the summary account that will be used for vendors transactions belonging to the same vendor group.
I used 11010 which is a receivable account.

Now, you just need to assign vendor group to the specific vendor. You can do that by opening vendors list page and then edit the specific vendor on which you want to assign the vendor group.

Go to Accounts payable > Common > Vendors > All vendors

Select the Vendor on which you need to assign Vendor group.

You can assign same vendor group to multiple vendors.

Click Maintain > Edit button on action pane or double click the selected vendor

In this way, you can use the same payable account for multiple vendors that are associated with same vendor group.
Hope, this blog will help the readers to understand the scenario.

Please send me the email on my email addresses uzi_sag@hotmail.com and uzairshah50@yahoo.com for any issues or concerns. I will try my best to answer your queries.

Happy Daxing!

Grouping customers into a single account in AX

In this post, i am going to describe how customers can be associated to the single account entry. AX provides options for grouping the customers together that are similar in business so it is easy to manage the customer grouped accounts.
First create a customer group from the path
Go to Accounts receivable > Setup > Customers > Customers groups
I created the customer group BUS and filled out required fields

Go to General ledger > Setup > General ledger parameters
Uncheck Use posting definitions checkbox otherwise it will supersede the customer profile account and our main objective is to use one customer account for customers associated with same customer group. If this posting definitions checkbox is checked then accounts that are setup on posting definitions will be picked up which is not our requirement.

Go to Accounts receivable > Setup > Customer posting profiles
Create posting profile
Click Add button in Setup fast tab

Account code column values:
Table = You can select any specific or individual customer and then allocate account to that particular individual customer
Group = You can select customer group and then allocate account to that particular customer group
All = The account is allocated to all customers irrespective of any group or any individual customer
In this requirement, we will set Account code as Group then allocate the summary account that will be used for customers transactions belonging to the same customer group.
I used 11536 which is a receivable account.

Now, you just need to assign customer group to the specific customer. You can do that by opening customers list page and then edit the specific customer on which you want to assign the customer group.
For example: CUS001 and CUS002 belongs to same customer group "BUS". Whenever, there is any transaction done against these two customers, the receivable account will be picked up from customer group "BUS" that is specified on the customer posting profiles.
In this way, you can use the same receivable account for multiple customers that are associated with same customer group.
Hope, this blog will help the readers to understand the scenario.
Please send me the email on my email address uzi_sag@hotmail.com and uzairshah50@yahoo.com for any issues or concerns. I will try my best to answer your queries.
Happy Daxing!

Fixed assets acquisition scenario in Dynamics AX

In this post, i am going to describe how to acquire or capitalize fixed assets in Dynamics AX.
For creating Fixed assets, you will have to first create Fixed Assets group and then create Fixed Assets of that group. Below Fixed Assets hierarchy diagram is showing the sequence in which Fixed Assets are managed in Dynamics AX.

I am using COM demo dataset here.

Go to Fixed Assets > Setup > Fixed asset groups

Click New

Set Fixed asset group = BUIL

Set Type = Tangible [It means physical in nature]

Checked = Autonumber fixed assets

Set Number sequence code = Fixe_1

Close the form

Now, creating Fixed assets of Fixed assets group "BUIL"

Go to Fixed assets > Common > Fixed assets > Fixed assets

Click New > Fixed assets button

Set Fixed asset group = BUIL

Fixed Asset Number is generate automatically from number sequence code AFIX000010

Close the form

Fixed asset AFIX000010 is not acquired yet so it's status is "Not yet acquired"

You can check the status of Fixed assets on Value model form as well as there is also a separate list page of Fixed assets that displays the list of Fixed assets has the status "Not yet acquired"

Value model form:

Select the required Fixed assets and then click Value model button on action pane

Go to Fixed asssets > Common > Fixed assets > Fixed assets not acquired

Fixed assets not acquired list page:

This display the list of Fixed assets with status "Not yet acquired"

In order to acquire fixed assets, you have to create and post Fixed assets journal of that particular Fixed asset with transaction type "Acquisition"

Go to Fixed assets > Journals > Fixed assets 

Click New button on the top

Set Name = FAA

Click lines button on the top

Set Transaction type = Acquisition

Set Account = AFIX000010

Value model "BUIL" populates automatically because Fixed asset group "BUIL" is associated with the value model "BUIL".

Value models track the financial value of a fixed asset over time for various purposes, such as accounting depreciation, tax depreciation, revaluation, and disposal. Each value model represents an independent financial life cycle, and each fixed asset can have several value models assigned to it.

Main accounts(originated or source accounts) and offset accounts(destination accounts) are populated automatically from Fixed asset posting profile form.

Set Debit = 100 (I am setting debit amount here as this is expense transaction.)

Click Post > Post button at the top

Close the form.

After successfully posted the Fixed assets voucher, now check the fixed asset AFIX000010 status.

Go to Fixed assets > Common > Fixed assets > Fixed assets

Select Fixed asst AFIX000010

Click Value models button on action pane

You can see on the above screenshot that the Fixed asset status has now changed to "Open" means that the Fixed asset is now part of company.

There is also a separate list page available in Dynamics AX that displays the list of Fixed assets that are acquired.

Hope, you will learn from this blog post.

Happy Daxing!

My email addresses are mentioned below:

uzi_sag@hotmail.com

uzairshah50@yahoo.com

Sales tax payable account automatic entry in dynamics AX

In this post, I am going to describe the functionality of sales tax tax payable account in dynamics ax

I am using COM demo data set here.
First you will have to set the posting type as "Sales tax" on Main account form to cater the Sales tax account entries.
Go to General ledger > Common > Main accounts
I am setting posting type "Sales tax" on Main account "24210"
Select "24210" and click Edit button on action pane or double click

Click Edit
Set Posting type = Sales tax [Make sure the account type should be set as "Liability" as this is payable account]

Go to General ledger > Setup > Sales tax > Ledger posting groups
Set Sales tax payable = 24210 

Go to Accounts receivable > Common > Free text invoices > All free text invoices
Click New > Free text invoice button on action pane
Set Customer = RCUS000001
Set Billing classification = General [This field is only available if Public sector license key is enabled. You don't need to set the value of Billing classification if you don't have Public sector license key enabled]
Click Add line button
Set Main account = 45999 [Use revenue account here as this is Accounts receivable invoice]
Set Item sales tax group = SalesTxItm
Set Sales tax group = US
Set Unit price = 100

I will discuss Sales tax payment setup in my next post. In my next post, i will discuss in detail about sales tax codes, sales tax groups, item sales tax group and sales tax settlement periods because without setting up these things you will not be able to perform sales tax payments and your accounts will not reflect sales tax entries on Subledger journal and General ledger.
Click on Subledger button on action pane

You can see on the above screenshot that automatic entry of Sales tax payable "24210" account with credit entry of "5" is shown on Subledger journal form of Free text invoice. As "24210" is Liability account, that's why it is showing credit entry which is a correct behavior.
"24210" is adding 5 to the total invoice amount because 5 percentage is the amount that is set on the Sales tax code and that Sales tax code is associated with the Sales tax group and Item sales tax group that we are using on Free text invoice line here.
5% of 100 is 5 that's why it is showing credit entry of 5 on Sales tax payable account
You will have to associate the Sales tax code with both Sales tax group and Item sales tax group otherwise entries will not be reflected on Sales tax form, Subledger form and General ledger.
You can also verify the sales tax amount by clicking on Sales tax button on action pane at the top.

In this way, you can get the automatic entries of Sales tax payable account.
Hope, you will learn from this blog.
For any issues or concerns, you can contact me on my email addresses given below:
uzi_sag@hotmail.com, uzairshah50@yahoo.com

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!