Account framework

Use the information in this chapter to plan your account framework for your company. A framework is a set of maximum values, such as maximum segment lengths that each of your company’s account formats must fit within. The account framework is very difficult to change later after it’s set up.

Warning

The account framework you enter in the Dynamics GP Utilities will be used for the account format in all companies you’re planning to set up.

Understanding the account framework

The framework you’ll enter includes maximums for the account length, the number of account segments, and the length of each segment. These maximums will be used for the account format in all companies you’re planning to set up. You’ll enter the specific account format for each company when you access Dynamics GP and set up the company.

Maximums you enter for account framework during installation will apply to additional companies you set up later. For example, you could enter the account framework maximums shown in the following table during the installation process.

Account framework example
Maximum account length 20
Maximum number of segments 3
Length of segment 1 7
Length of segment 2 10
Length of segment 3 3

With these maximums for the account framework defined during installation, you wouldn’t be able to set up the following account format for a company.

Invalid account format for the corresponding framework
Maximum account length 20
Maximum number of segments 3
Length of segment 1 8
Length of segment 2 9
Length of segment 3 3

Although the maximum account length and number of segments is within the limit, this account format is invalid because the length of the first segment—8—exceeds the segment maximum that was defined during installation.

Using a custom or default account framework

You can design your account framework or use a default account framework. The account framework applies to all companies in your Dynamics GP system, and represents the maximum length of your accounts, number of segments, and segment lengths. The account framework is very difficult to change later after you set it up using Dynamics GP Utilities.

To use the default account framework, you’ll select Basic as the installation option in Dynamics GP Utilities after you install Dynamics GP. The Basic option also provides default settings for your system database and system password. For more information, see Installation options in Dynamics Utilities.

The following is the account framework for a basic installation.

Maximum number of segments 5
Length of each segment 9
Account preview xxxxxxxxx-xxxxxxxxx-xxxxxxxxx-xxxxxxxxx-xxxxxxxxx
Sorting options No sorting options by segment

If you decide that the basic installation’s default account framework fits your business needs, you don’t need to plan your account framework before you install Dynamics GP and use Dynamics GP Utilities.

If you decide not to use the default framework, review the sections Planning your account framework and Choosing account framework storage size to plan your account framework before you install Dynamics GP. After you design your account framework and install Dynamics GP, you’ll select Advanced as the installation option in Dynamics GP Utilities. Use Dynamics GP Utilities to enter a framework for the account formats that will be used by all companies you’ll set up in Dynamics GP.

Planning your account framework

When planning an account framework, think about the account format you’ve used with your previous accounting system and consider future expansions and the account format for additional companies you may add to your system later. Plan the maximum number of segments you’ll use in any company, and the maximum length of each segment.

Warning

It’s important to consider what your current and future needs are for the framework; after you’ve entered the framework, it’s unlikely that you’ll be able to change it. If you find that you need to change your account framework, contact your reseller or Dynamics GP Technical Support.

To use one of the default charts of accounts provided with Dynamics GP, set up the account framework with maximums that are at least the size listed below.

Minimum account framework for use with sample company Size
Maximum account length At least 9 characters
Maximum number of segments At least 3 segments
Length of segment 1 At least 3 characters
Length of segment 2 At least 4 characters
Length of segment 3 At least 2 characters

If you have more than one company, you may need to enter maximum segment lengths that exceed the 66-character account length maximum when the segment lengths are added together. Assume that you have two companies using the account formats shown in the following table.

Account format Company 1 Company 2
Account length 66 66
Number of segments 3 3
Length of segment 1 10 20
Length of segment 2 40 30
Length of segment 3 15 15

In this case, you’d enter the following account framework maximums.

Account framework accommodating both account formats
Maximum account length 66
Maximum number of segments 3
Length of segment 1 20
Length of segment 2 40
Length of segment 3 15

Notice that the total of the three segment lengths—75—exceeds the maximum account length—66. However, the account format for each company is within the account framework maximum.

Choosing account framework storage size

You will need to consider the storage size that is required by each segment. The storage size is made up of segment units—a unit of measure that determines the size of each segment. In Dynamics GP, the storage size is calculated automatically when you enter each segment, though it isn’t displayed. A message will be displayed if your framework exceeds the allowable storage size.

Each segment uses one or two segment units for storage, depending upon whether it’s an odd or an even-numbered segment. These units will be added to the total length of all segments. When the maximum account length is set, the total of all segments units must be 82 or less. For example, assume that an account has two 5- character segments and seven 8-character segments, the total storage size will be 82 (one unit is added to each of the five character segments because 5 is an odd number and two units must be added to each of the 8-character segments because 8 is an even number). This example would be calculated as shown in the following table.

Segment Segment length Segment units Total size
1 5 1 6
2 5 1 6
3 5 1 6
4 8 2 10
5 8 2 10
6 8 2 10
7 8 2 10
8 8 2 10
9 8 2 10
Total 66 16 82

Based on the previous example, if you use an account framework with two 5- character segments and eight 8-character segments, it would not be valid because the total would be 92, or ten greater than the maximum allowed, as shown in the following table.

Segment Segment length Segment units Total size
1 5 1 6
2 5 1 6
3 5 1 6
4 8 2 10
5 8 2 10
6 8 2 10
7 8 2 10
8 8 2 10
9 8 2 10
10 8 2 10
Total 66 16 82

However, if you use all odd-numbered segment lengths, you can incorporate larger segments in your account framework because odd-numbered segment lengths use only one segment unit each. For example, you could use ten 7-character segments in your account framework, which provides a total length of 70 characters, and a total size of 80.

See also

Installation checklist