Reformatting Your Chart of Accounts

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Reformatting Your Chart of Accounts

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If you are changing your Chart of Accounts, you have different degrees of changes:

– You are merging or removing segments or segment values.
– You are changing account numbers but keeping the Account Index the same.
– You are changing the underlying account framework (number of segments, length of segments, etc.)

Here are the steps, matching by number, you will need to perform based on the type of changes you are planning:

1. If you move transactions from one GL Account to another, even if you do not change the Account Index, you will not have to recreate any SQL objects or run any utilities, but you will see a number of changes in your AIT data:

– AIT inquiries will still point to the old Account Index.  As long as the GL Account is in the COA, inquiries will show the old account. If the account is removed from the COA, you will see blank account number and descriptions.
– AIT Templates will point to the old Account Index, so you will need to update them.
– AIT distribution history will still contain the old Account Index, so if you void any transactions, AIT will want to reverse the transaction using the old Account Index.

If you make this type of change, we recommend that you inactivate the Accounts rather than remove them from your system.

2. If you only change the account number values (in the GL00100 and the GL00105 tables) and do not change the Account Index, this will have no impact on AIT.  Examples of this might be:

– I have alphanumerics in a segment and want to change them to numbers.
– I had a 3 digit segment even though I was allowed up to 4 digits and now want to add a 4th digit.
– I want to change a segment from 100 to 101 and don’t want to go through the GP interface.
– I originally left a segment unused and now want to add it to a few of my companies.

In these cases, you might make the change using SQL Management Studio and executing an update statement on the GL00100 and GL00105 tables.  If you use this process to update the tables, or add new ones inside GP, AIT tables should be automatically synchronized because of SQL triggers on the GL00100 table, but if you don’t see the changes reflected, simply run check links on the AIT Account Master to display certain account numbers.

3. If you totally change the account framework, such as adding a new segment, you will need to recreate the AIT Account Master table (IC00100) in the DYNAMICS database.  If you are simply exposing segments that are already in the Dynamics GP Account Master (but were not exposed on the GP Account Format window), you do not need to do anything.  AIT will automatically see the new account segment.  If your change adds additional columns to the GL00100, the same change needs to be made to the IC00100.  You will need to recreate the AIT Account Master, but before you do that, you will need to create a new IC.DIC file.

Because this process would require changes to low-level resources in the IC.DIC, you will need to recreate any dictionaries you previously used, including any forms and reports dictionaries (both those for Dynamics GP and AIT as well as any other ISV dictionary that stores the Account Number composite in it’s dictionary).  Because of this, you will also need to:

-Package any window customizations.
– Delete the IC.DIC on all workstations.
– Rename the ICRPTS.DIC, if it exists.
– Uninstall and then reinstall AIT on all workstations and servers.
– Import any customizations to AIT windows and reports (for reports, we recommend using the Import feature built directly into the Dynamics GP Report Writer).

Once you’ve done that, you can now recreate the AIT Account Master:

– Use the Tools/Maintenance/SQL SQL Maintenance window to drop and create the AIT Account Master table and procedures.
– Run check links on the AIT Account Master table.
– Run check links on the AIT Account Format table
– Re-run check links on the AIT Account Master table.