Restructure Your Chart of Accounts in 10 Easy Steps

By Shannon Mullins
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I get a lot of questions in regards to Microsoft Dynamics GP clean up.  Can I clean up old records?  How do I change my chart of accounts?  What is the best way to go about doing this? And the list goes on!
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With the newer versions of GP, Microsoft has given us account modifier/combiner inside the Professional Service Tools Library, also known as PSTL Tools.
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This tool allows you to change one account string to another account string.  It will essentially modify an account number from one string to another or combine two accounts to make them one.  It also moves all the history and deletes the old account number.
 
This highly beneficial tool can be a lifesaver when you are ready to make changes to a very messy chart of accounts.
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​Pro tip: If you modify your COA, don’t forget to update your accounts in your integrations, financial reports, and budgets.
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Just a little note -
​You are limited to the Dynamics Account framework, established on your original GP install. For example, if you max account length is 10 or 20, you must stay within this frameworks in all companies within that instance of GP.​

Steps on Using PSTL Account Modifier/Combiner:
(Note: I recommend doing this in your test company and/or DEV environment before moving the changes to live)
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1.  Make sure PSTL tools is installed. If you do not see it in the GP windows, you may need to add it from the GP software install.

2.  Open up PSTL from the GP tabs running GP as the ‘sa’ or ‘DYNSA’ user. 

3.  Get ALL users out of GP, except for you, of course.

4.  Make a backup, I repeat, make a backup
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5.  Click on Account Modifier/Combiner and then click next. 

​6.  You can modify three ways:

• A range of numbers
• Individual account number
• Import from a txt file (must be tab delimited. 2 columns. Old Account in first column, New Account in second column. No Headers). First find the file under validate, then modify after validation.

7.  Once you choose your range, click process.

8.  Once GP is done modifying, you will be asked to reconcile your years. (Financial  >  Utilities  >  Reconcile)

9.  Verify your accounts! :)

10.  Don't forget to update you accounts in your integrations, financial reports and budgets.

Let us know if you have any questions!

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