Great Plains - Sales Module - Default coding

Is there a way that the posting accounts for Receivables could be hard coded so that it cannot be changes.  We need the account to be 1221 and we do not want the processors to be able to change it.

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Steve EndowMicrosoft MVP - Dynamics GPCommented:

Good question.

I can't think of a way to prevent the user from changing the default AR account on a transaction.  It makes sense that you would not want to prevent the account from being changed, but I'm not seeing a way to prevent it in the Distribution window.

I was thinking that unchecking the "Allow Account Entry" option on the GL account might help, but it doesn't seem to.  That feature prevents the user from manually entering that account on a distribution, but doesn't prevent them from changing the distribution line to a different account.  (although I would recommend unchecking that option for your key subledger accounts such as cash, AR, AP, inventory, etc.)

It might be possible to create a customization that prevents the AR account from being changed, but I think that would be a hassle.

If Victoria doesn't have a suggestion, I would recommend posting on the GP Community Forum.

The less desirable alternative would be to create a query that finds any AR transactions that do not have the AR account in the distributions (which you may have done already).  Not as nice as preventing the problem before it happens, but...


Steve Endow
Microsoft MVP - Dynamics GP
Dynamics GP Certified IT Professional
Victoria YudinOwner / Dynamics GP ConsultantCommented:
Steve is correct, there is no way to do this without a customization. The problem with customizations like this is that you may have some situations where you legitimately need to change the account and then you're stuck. Or you have to make the customization more complicated and allow for an exception with a password, or to certain users.

For what it's worth, my preference for these kinds of things is always training. Train your users that they should never change the control accounts, like AR, and explain to them why it's important. If they feel they need to change the accounts, they need to know who they can ask to make sure they're doing it correctly. Usually that cuts out most of the issues.

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