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Fixed Assets: Account Groups, and Classes without creating 400 different Classes

  • 1.  Fixed Assets: Account Groups, and Classes without creating 400 different Classes

    GOLD CONTRIBUTOR
    Posted Apr 10, 2019 03:11 PM

    Hi,

    We are trying to implement Fixed Assets to have the balance sheet Classes be defined as Autos, Computers, Building, etc. but have the expenses for each of our 40 branches post by Class, by branch (i.e. Depr Exp- Autos Branch 101, Depr Exp Autos- Branch 102, Depr Exp Computers- Branch 101, etc.)  Branches are defined in our chart of accounts as a segment. 

    Any ideas how to setup the Account Groups, and Classes without creating 400 different Classes (40 Branches * 10 Classes)?



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    Tim Andaya
    Strategic Systems Group
    "There are no stupid questions."
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  • 2.  RE: Fixed Assets: Account Groups, and Classes without creating 400 different Classes

    TOP CONTRIBUTOR
    Posted Apr 10, 2019 03:58 PM
    Set up 10 classes.  Don't assign a default account group in the class setup window.  Set up an account group for each branch and assign the branch specific account group as you set each asset. Note that if you transfer an asset to a different branch, you will need to change the account group.
    I suggest naming each account group with the Branch ID and also enter the branch ID in the Location ID or Physical location ID on the asset card.
    Then create a SmartList that compares the 2 fields and run it monthly or quarterly to make sure your account groups line up with the branch location.

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    Lou Spevack
    Systems Accountant | Dynamics Credentialed Professional
    American Council on Education
    Washington DC
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  • 3.  RE: Fixed Assets: Account Groups, and Classes without creating 400 different Classes

    TOP CONTRIBUTOR
    Posted Apr 10, 2019 04:05 PM
    @Tim Andaya,

    Actually, you would have to create 400 Class IDs as well as 400 Account Groups. Double Trouble!

    When you add an asset to a class it pulls in the Account Group (if one is designated on the Class card), but then the name of the Account Group is blanked out and the account numbers remain - leaving you with the ability to make changes. If you think that your Fixed Asset clerk will remember, you can set up a "master " class with a "master" account group attached and you can change the branch codes on the accounts before saving.

    You might consider creating an account group that has a generic branch code so it would be obvious if the change to a valid code was forgotten.​

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    Barbara Gavron
    Atlantic Beach / Jacksonville FL
    904-536-0129
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  • 4.  RE: Fixed Assets: Account Groups, and Classes without creating 400 different Classes

    TOP CONTRIBUTOR
    Posted Apr 10, 2019 04:19 PM
    You can certainly select an account group or change an account group on the asset card.  Yes, the account group selection disappears.  But using the lookup button to select a different account group overwrites all the accounts with the new account group settings.  That's why I think you can get by with 10 classes.  Try a limited test on a test server and see if it works.

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    Lou Spevack
    Systems Accountant | Dynamics Credentialed Professional
    American Council on Education
    Washington DC
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  • 5.  RE: Fixed Assets: Account Groups, and Classes without creating 400 different Classes

    TOP CONTRIBUTOR
    Posted Apr 10, 2019 06:47 PM
    I agree with Lou's recommendation. With 40 different branches, have you ever looked into the Binary Stream's Multi-Entity Management product? If you have a larger number of uses cases to where you're trying to separate things branch by branch, it might be worth looking into. It'd definitely be a good solution to what you've mentioned here.

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    Kyle Malone, CPA
    GP Admin - CGB Enterprises, Inc.
    Lead Consultant/Blogger - http://ALaCarteGP.com
    Chapter Leader - Louisiana (New Orleans)
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  • 6.  RE: Fixed Assets: Account Groups, and Classes without creating 400 different Classes

    TOP CONTRIBUTOR
    Posted Apr 11, 2019 09:01 AM
    Hi @Tim Andaya

    I see why this is so overwhelming for you - that's a lot of classes and account groups to set up.

    Once they are set up however, and you can use a direct table write in SQL to set these up - or use the GP Table Import to do it, then having the 400 classes as @Barbara Gavron suggested is likely your best bet.

    @Lou Spevack and @Kyle Malone have a great work-around, but your real issue with that work-around will be user error.  Since you have so many locations/departments I'm assuming that there are many users and keeping them trained to replace the accounts when setting up new assets may be an issue.   If it could never be an issue, then Lou and Kyle have a great option for you.

    I, however, lean towards the side of caution to ensure that your account coding never messes up.   I would recommend the 400 classes - I mean, either way you have to create that many account groups.
    ​​​​

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    Jo deRuiter, MCP, DCP
    "That GP Red Head"
    AISLING DYNAMICS CONSULTING, LLC
    WEBSITE: https://aislingdynamics.com/
    BLOG: https://community.dynamics.com/gp/b/gplife
    770-906-4504 (Cell)

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  • 7.  RE: Fixed Assets: Account Groups, and Classes without creating 400 different Classes

    TOP CONTRIBUTOR
    Posted Apr 12, 2019 03:59 PM
    This is why Dynamics GP is great to work with.  There is often more than one way to do things and you can pick the best fit.  That said, I'm not sure that picking the correct class out of 400 would have less user errors than picking the correct account group.  And don't forget that to set up the book/class window you would have 400 times the number of asset books you maintain.
    The SmartList report I suggested is a mitigation for the risk of selecting the wrong account group provided yo maintain the location IDs with the branch ID.  You can also set up a SmartList alert for more visibility if the location ID and account group are not in sync.  Beyond that, you may be able to set a trigger where changing the location ID automatically selects the new account group or vice versa.
    There are also ways to mask the data entry for a particular field or provide a drop down list of available branch IDs but they would require customization or an ISV product.  If that would make it much easier to maintain your assets correctly, you could probably justify the cost.
    Incidentally, if your company files a corporate property tax form and your branches are in different jurisdictions, you would want to maintain those location codes anyway because they will make that tax form a lot easier to complete.

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    Lou Spevack
    Systems Accountant | Dynamics Credentialed Professional
    American Council on Education
    Washington DC
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