Customization DS1496
Fund Accounting
Problem Definition:
ACME is a municipal wastewater treatment authority servicing several counties in Virginia. They have an existing fund account system outside Dynamics GP, and similar functionality needs to be provided inside GP.
ACME will use the GP Purchase Requisitions window to enter a requisition. ACME uses the FIRST segment of the GL account to denote fund (the examples below use the 3rd segment, this is discussed in the Design Features section). Each line on the Requisition is assigned to a Fund. The account may be changed at any time by a reviewer/approver until a PO is created from the Requistion.
The Inventory Account (fund) flows through to the Purchase Order. Nothing needs to happen at this point. ACME always does a three part match, recording a separate Shipment and Invoice.
When the SHIPMENT is entered, the Fund Accounts have followed from the Requisition to the PO to the Shipment Distributions as the PURCH account. ACME needs the ACCRUED account to be (1) split into separate lines to match the number of PURCH lines, and (2) assign a Fund Account to each ACCRUED distribution that matches the PURCH distributions.
As shown, there are now separate ACCRUED distributions (-01 and -02) that match the PURCH distributions.
When the invoice is created, the PAY account will pull from the Vendor/Posting Setup. It needs to be changed to match the ACCRUED account.
As shown above, the PAY account has been changed to a corresponding Fund account (-02). ACME always enters Purchasing Invoices one per Fund, so in the example above, they would create one Invoice for the -02 fund and another for the -01 fund.
ACME would like to prefix the Fund onto the Vendor Doc. Number.
Design Features:
Navigation: Tools >> Setup >> Purchasing >> Fund Accounting
The Setup window will allow ACME to specify which GL Account Segment is used for “Fund”. They currently use the first segment, however having this is a setup option provides the flexibility for ACME to change their process in the future if needed.
The Lookup button opens the GL Segment IDs lookup window:
POP Shipment
When GP creates the distributions, the enhancement will automatically alter the distributions so that there is an ACCRUED distribution with a Fund Segment that corresponds to each PAY distribution. It will do this by changing the FUND segment of the default ACCRUED distribution account to match the FUND segment on each PURCH distribution account. If this results in an invalid account, the user will be warned and no changes will be made.
In the example below, Fund is the 3rd Segment (-01 and -02).
Clicking DEFAULT will rebuild the distributions with the additional Fund distributions described above. The user will not need to click Default.
POP Invoice
ACME always creates one POP Invoice per Fund. The software will not require or enforce this. The first Shipment selected (either entered into the Purchasing Invoice window, or selected in the Select Purchase Order Items window, aka Auto-Select) will set the Fund Segment in the Vendor Doc Number:
NOTE: The enhancement will require that the Vendor Doc Number has been entered before the Auto-Invoice button can be clicked/before a Shipment can be entered into the scrolling window. If the resulting string is longer than 20 characters, the string will be truncated from the right to retain the Fund Number.
The PAY distribution will be changed automatically to a corresponding Fund GL account. It will do this by changing the FUND segment of the PAY distribution account to match the FUND segment on the ACCRUED distribution account. If this results in an invalid account, the user will be warned and the account number will NOT be changed.
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