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Main accounts - chart of accounts (form) [AX 2012]

Updated: November 27, 2013

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click General ledger > Setup > Chart of accounts > Chart of accounts. On the Main accounts FastTab, double-click a main account, or click New.

–or–

Click General ledger > Common > Main accounts. On the Main accounts list page, double-click a main account, or click Main account to create a main account.

Use this form to create or update a main account and its properties.

If you use Management Reporter to generate financial statements for your organization, you can display the amounts on those financial statements in the reporting currency.

Depending on the selection in the Select the level of main account to display field, some fields might not be available.

NoteNote

This topic includes information about features that were added or changed for cumulative update 7 or later for Microsoft Dynamics AX 2012 R2. This information also applies to AX 2012 R3.

The following tables provide descriptions for the controls in this form.

Tab

Description

General

Select information that is specific to the account, such as the main account category, debit and credit controls, related accounts, administration, and consolidation information.

Setup

Set up currency, user, posting, and tax code validation information for each main account.

Financial statement

Set up how the selected main account is displayed on financial statements.

This control is available only when Companies is selected in the Select the level of main account to display field.

Financial dimensions

Select the default financial dimension value for each financial dimension.

This control is available only when Companies is selected in the Select the level of main account to display field.

Management Reporter

Set up currency translation and default rate types for financial reporting that uses Management Reporter.

Zakat information

Enter Zakat information for the main accounts.

NoteNote

(SAU) This control is available only to legal entities whose primary address is in Saudi Arabia, and only if Companies is selected in the Select the level of main account to display field. You must also select the Enable Zakat reports check box in the General ledger parameters form.

Button

Description

New

Create a main account.

New from template

Create a main account based on a template that you can set up in the Main account templates form.

Delete

Delete the selected main account. You cannot delete a main account if it has been used on a transaction or source document.

Translations

Enter language translation text for the original main account name. The original main account name and financial dimension value description are created in the system language, not the user language.

Totals

Open the Account interval form, where you can define the intervals of accounts to include in the selected total account.

This button is available only when Total is selected in the Main account type field.

Allocation terms

Open the Allocation form, where you can create and manage allocation terms for the selected account.

This button is available only when the Allocation check box is selected.

Assign template

Select a main account template for the main account. You can set up templates in the Main account templates form.

View cash flow forecast

Open the Cash flow forecasts form, where you can view the cash flow forecast lines that are generated by using the Calculate cash flow forecasts form for the selected main account.

This control is available only when Companies is selected in the Select the level of main account to display field.

Additional consolidation accounts

Open the Additional consolidation accounts form, where you can create and maintain consolidation accounts for a specified combination of consolidation account group and main account. For more information, see Additional consolidation accounts (form).

Posting validation

Open the Validate posting types form, where you can set up the posting types that are included in the validation of the main account.

This button is available only if List is selected in the Validate posting field.

User validation

Open the Validate users form, where you can set up the users who are included in the validation of the main account.

This button is available only if List is selected in the Validate user field.

Currency code validation

Open the Validate currency codes form, where you can set up the currencies that are included in the validation of the main account.

This button is available only if List is selected in the Validate currency code field.

Sales tax code validation

Open the Validate tax codes form, where you can set up the sales tax codes that are included in the validation of the main account.

This button is available only when a legal entity is selected in the Companies field and List is selected in the Validate sales tax field.

Cash flow forecast

Open the Set up cash flow forecasts form, where you can set up main accounts that are used in cash flow forecasts.

This control is available only when Companies is selected in the Select the level of main account to display field.

Field

Description

Main account

Enter a number for the main account. This number represents the main account in the chart of accounts. It must be unique in each chart of accounts.

Name

Enter a description for the main account.

Select the level of main account to display

Select the level of the main account to display:

  • Chart of accounts – Fields that are specific to the selected chart of accounts are displayed. Some fields will not be available.

  • Companies – Fields that apply to the legal entity are displayed. Some fields will not be available.

Companies

Select a legal entity to view legal entity-specific information about the main account. If this field is blank, click the button to the right of the field to select a legal entity.

This control is available only when Companies is selected in the Select the level of main account to display field.

Main account type

Select the main account type, which determines how the account is used as a main account. For more information, see About main account types.

Reporting type

If you selected Reporting in the Main account type field, select how the account is used for reporting:

  • Header – Print account information at the top of the financial statement.

  • Empty header – Print an empty row at the top of the financial statement.

  • Page header – Print account information at the top of each page of the financial statement.

Main account category

The description of the account category for the main account.

This field is not available if Total is selected in the Main account type field.

DB/CR proposal

Select whether a typical transaction that is posted to the selected account is a debit or credit transaction. When you enter a transaction for the account in a journal, the cursor moves automatically to the Debit or Credit field, according to the selection in this field.

If you leave this field blank, the following rules apply:

  • When the value in the Main account type field is Expense or Asset, a transaction for the account in a journal is automatically proposed as a debit transaction.

  • When the value in the Main account type field is Revenue, Liability, or Equity, a transaction for the account in a journal is automatically proposed as a credit transaction.

NoteNote

You must select a value in this field if the account is used in Budgeting.

DB/CR requirement

Select whether the account is used only for debit transactions or credit transactions. If an account is limited to debit or credit transactions, this requirement is verified when journal lines are validated and posted.

Balance control

Select the balance control criteria for the transactions for the selected account.

For example, if you select Debit and enter transactions in a journal for the account, the total amount of the journal transactions for this account does not cause the balance of the account to become a credit amount. If you select Credit, the total amount of the journal transactions does not cause the balance of the account to become a debit amount.

Offset account

The default offset account for the selected account in the general journal. When you select a default offset account, you can more easily post to the selected main account, without having to enter the offset account every time.

Opening account

Enter the account to which the opening balance should be transferred.

When you select an account and then run the Opening transactions periodic job for a new fiscal year, the balance of the current account is transferred to the account that is specified in this field.

NoteNote

You should select only asset or liability accounts in this field, because profit and loss, revenue, and expense accounts are set to 0 (zero) when you create opening transactions.

Main account for transfer of year-end result

Select the main account that the year-end account balances are posted to.

NoteNote

(ESP) This control is available only to legal entities whose primary address is in Spain.

SRU code

A three-digit code that corresponds to the standardized accounting statement number that is assigned by the Swedish tax authority.

NoteNote

(SWE) This control is available only to legal entities whose primary address is in Sweden.

Do not allow manual entry

Select this check box to prevent users from manually entering a value for this account in journals.

Active from

Enter or select the date when the main account becomes active. If you do not enter a date, the account is always active.

Active to

Enter or select the date when the main account is no longer active.

Suspended

Select this check box to prevent all postings to the selected account.

You cannot suspend an account that is assigned as a budget group account on another account. To remove this assignment, you have to modify the criteria for the budget group member with the financial dimension that contains that account. For more information, see “Optional: Define budget groups” in Set up budget control.

Foreign currency revaluation

Select this check box if the selected account is included in the foreign currency revaluation of general ledger accounts.

You can run the foreign currency revaluation in the Foreign currency revaluation form. For more information, see Foreign currency revaluation check box in the Main accounts - chart of accounts form.

Monetary

Select this check box if the account is a monetary account. Monetary accounts are revalued by using the exchange rate of the date that is entered in the To Date field in the Foreign currency revaluation form.

If the check box is cleared, the balance in the account is revalued by using the exchange rate as of the transaction date.

This field is available only for accounts that have a main account type of Balance sheet, Asset, Liability, or Equity, and that have the Foreign currency revaluation check box selected.

Close

Select how balances should be transferred to the Closing sheet form:

  • Blank – Leave this field blank to transfer the balance to the Difference field.

  • Result – Select this option to update operating accounts.

  • Balance – Select this option for balance sheet accounts.

  • Capital – Select this option for accounts that are related to cash flow forecasts and revaluation.

Forecasting for the current group without specifying customer

The account type that determines which accounts generate closing or opening balance transactions in the fiscal year-end closing process.

This control is available only if the Public Sector configuration key is selected.

Allocation

Select this check box to allocate transactions, based on the allocation terms, when the transactions are posted to this account number automatically. An allocation is automatically processed by using the settings in the Allocation rule form.

This control is available only when Companies is selected in the Select the level of main account to display field.

Does allocation term exist

If this check box is selected, the allocation amount is calculated during the transaction posting process.

This field is available only if the Allocation check box is selected and the Allocation configuration key is selected.

Mandatory reference

Select this check box to require users to enter a payment reference for ledger journal transactions before the transactions can be posted.

NoteNote

(ISL) This control is available only to legal entities whose primary address is in Iceland.

Default consolidation account

Enter the identifier of the consolidated legal entity account to which the transactions or balances of the selected main account are added during consolidation.

Currency

Select the default currency that is displayed when the main account is selected for a line in the general journal. Depending on the selection in the Validate currency code field, users can change the default currency on the journal line.

Validate currency code

Select how the value in the Currency field is validated when transactions are posted to the selected account:

  • Optional – The Currency field does not have to contain a value.

  • To be filled in – The Currency field must contain a value for each journal voucher in the general journal. The value is not verified.

  • Table – The Currency field must contain a value for each journal voucher in the general journal. The value must correspond to the value that is specified for the main account.

  • List – The Currency field must contain a value for each journal voucher in the general journal. The value must be a currency code that is defined in the Validate currency codes form.

For more information, see Validate currency codes (form).

User ID

Select the user or user group that is authorized to post to the selected main account. The Validate user field determines how the user or user group that is selected in this field is validated when transactions are posted to the selected main account.

Validate user

Select how the value in the Validate user field is validated when transactions are posted to the selected main account:

  • Optional – The Validate user field does not have to contain a value.

  • To be filled in – The Validate user field must contain a value for each journal voucher in the general journal. The value is not verified.

  • Table – The Validate user field must contain a value for each journal voucher in the general journal. The value must correspond to the value that is specified for the main account.

  • List – The Validate user field must contain a value for each journal voucher in the general journal. The value must be a user ID that is defined in the Validate users form.

For more information, see Validate users (form).

Posting type

Select the posting type for the selected main account to help make sure that only transactions of the selected posting type are posted to the main account. The Validate posting field determines how the posting type is validated when transactions are posted to the selected main account.

Validate posting

Select how the value in the Posting type field is validated when transactions are posted to the selected main account:

  • Optional – The Posting type field does not have to contain a value.

  • To be filled in – The Posting type field must contain a value for each journal voucher in the general journal. The value is not verified.

  • Table – The Posting type field must contain a value for each journal voucher in the general journal. The value must correspond to the value that is specified for the main account.

  • List – The Posting type field must contain a value for each journal voucher in the general journal. The value must be a posting type that is defined in the Validate posting types form.

For more information, see Validate posting types (form).

B-10 adjustment

Select this check box to include the main account in the inflation adjustment process and to indicate that the main account should be revalued based on government norms.

NoteNote

(MEX) This control is available only to legal entities whose primary address is in Mexico.

REPOMO type

Select the type of account for the Result of Monetary Position (REPOMO) calculation.

NoteNote

(MEX) This control is available only to legal entities whose primary address is in Mexico.

Adjustment method

Select an inflation adjustment method:

  • None

  • Transaction date – The adjustment method is based on the transaction date. The main account type can be Equity, Asset, Liability, or Balance sheet.

  • Opening balance – The adjustment method is based on the opening account balance. The main account type can be Asset, Liability, or Balance sheet.

  • Monthly balance – The adjustment method is based on the monthly account balance. The main account type can be Profit and loss, Expense, or Revenue.

  • Balance – The adjustment method is based on the account balance.

NoteNote

(MEX) This control is available only to legal entities whose primary address is in Mexico.

Sales tax group

Select the default sales tax group for the account in the general journal.

This control is available only when Companies is selected in the Select the level of main account to display field.

Item sales tax group

Select the default item sales tax group for the account in the general journal.

This control is available only when Companies is selected in the Select the level of main account to display field.

Sales tax direction

Select the type of sales or use tax, if any, that is calculated and posted to the selected main account:

  • Sales – Select for sales tax payable.

  • Purchase – Select for sales tax receivable.

This control is available only when Companies is selected in the Select the level of main account to display field.

Exempt

Select this check box if transactions for the selected account are typically tax exempt. If this check box is selected, the default item sales tax group for this account is not automatically assigned to lines in the general journal that are assigned the selected main account.

This control is available only when Companies is selected in the Select the level of main account to display field.

Sales tax code

Enter or select the sales tax code to associate with the selected main account.

This control is available only when Companies is selected in the Select the level of main account to display field.

Validate sales tax

Select how the value in the Sales tax code field is validated when transactions are posted to the selected main account:

  • Optional – The Sales tax code field does not have to contain a value.

  • To be filled in – The Sales tax code field must contain a value for each journal voucher in the general journal. The value is not verified.

  • Table – The Sales tax code field must contain a value for each journal voucher in the general journal. The value must correspond to the value that is specified for the main account.

  • List – The Sales tax code field must contain a value for each journal voucher in the general journal. The value must be a sales tax code that is defined in the Validate tax codes form.

For more information, see Validate tax codes (form).

This control is available only when Companies is selected in the Select the level of main account to display field.

Invert sign

Select this check box to hide the minus sign on the financial statement when this main account is represented. Typically, revenue and expenses are displayed in both credit and debit balances so that credit balances have a minus sign and debit balances have no sign. When this check box is selected, the minus sign is not displayed before the revenue amounts on the report.

This control is available only when Companies is selected in the Select the level of main account to display field.

Column

Select the column number that the account is printed to when the financial statement is printed. You can define how many columns are used to print a single column definition.

Example

You enter 2 in the Number of columns field in the Financial statement form. For a definition that shows the current balance, the balance for this account is printed in two columns.

This control is available only when Companies is selected in the Select the level of main account to display field.

Bold

Select this check box to make the selected account bold on the financial statement.

This control is available only when Companies is selected in the Select the level of main account to display field.

Italics

Select this check box to make the selected account italic on the financial statement.

This control is available only when Companies is selected in the Select the level of main account to display field.

Line above

Select this check box to precede the selected account by a blank line on the printout of the financial statement.

This control is available only when Companies is selected in the Select the level of main account to display field.

Line below

Select this check box to follow the selected account by a blank line on the printout of the financial statement.

This control is available only when Companies is selected in the Select the level of main account to display field.

Underline text

Select this check box to underline the text when the selected account is printed on the financial statement.

This control is available only when Companies is selected in the Select the level of main account to display field.

Underline amount

Select this check box to underline the amounts when the selected account is printed on the financial statement.

This control is available only when Companies is selected in the Select the level of main account to display field.

Total by period

Select this check box to print totals by period for the selected account on the Transaction list by account report, if the Include group total accounts field is selected in the Transaction list by account form.

NoteNote

(FRA) This control is available only to legal entities whose primary address is in France.

Default financial dimensions

Select a default financial dimension value for each financial dimension.

Select Fixed value to always post amounts to this financial dimension value, even if there are changes to the ledger account on the journal entry or source document.

Where the %1 dimension is used

The account structures and advanced rule structures that use the financial dimensions that you selected in the Financial dimensions or Default financial dimensions field group.

NoteNote

The name of the field depends on the selection in the Financial dimensions or Default financial dimensions field group.

Select the system exchange rate type

Select the exchange rate type to use when you print financial statements in a currency other than the accounting currency.

This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 6 for AX 2012 R2.

Exchange rate type

Select the currency translation type to use to determine the exchange rate:

  • Average – Use the average of the exchange rates that were entered for the current month.

  • Weighted average – Use the average of the exchange rates that were entered for the current month, based on how long they were in effect. The following formula is used:
    (Exchange rate * Number of days in effect) + (Exchange rate * Number of days in effect) / Number of days in the month

    Example

    Exchange rate A is .76 and is in effect for 25 days of the current month. Exchange rate B is .74 and is in effect for six days of the current month, which has 31 days. The weighted average would be equal to ((.76 * 25) + (.74 * 6)) / 31, or .756129.

  • Current – Use the exchange rate that was in effect on the report date.

  • Transaction date – Use the exchange rate that was in effect on the date of the transaction.

This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 6 for AX 2012 R2.

Advanced rules

This FastTab displays the advanced rules that use the main account. The following information is displayed:

  • Account structure

  • Advanced rule

  • Advanced rule structure

  • Dimensions

If Chart of accounts is selected in the Select the level of main account to display field, all advanced rules that use the main account are displayed. If Companies is selected, only the advanced rules in the currently selected legal entity are displayed.

This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2.

Debit transaction Zakat item 
(In the Profit and loss accounts field group)

Select the Zakat item to be debited to the profit and loss account.

NoteNote

(SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.

Repair and maintenance

Select this check box to mark the debit or credit transaction as a repair and maintenance transaction.

NoteNote

(SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.

Credit transaction Zakat item 
(In the Profit and loss accounts field group)

Select the Zakat item to be credited to the profit and loss account.

NoteNote

(SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.

Opening balance Zakat items

Select the Zakat item to update for the opening balance of the account.

NoteNote

(SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.

Closing balance Zakat items

Select the Zakat item to update for the closing balance of the account.

NoteNote

(SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.

Debit transaction Zakat item 
(In the Balance accounts field group)

Select the Zakat item to be debited to the balance account.

NoteNote

(SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.

Credit transaction Zakat item 
(In the Balance accounts field group)

Select the Zakat item to be credited to the balance account.

NoteNote

(SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.

Zakat account name

Enter the account name to print on the Zakat reports.

NoteNote

(SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.


Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).
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