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Introduction
This content describes features that you can use across the various financial
modules in Microsoft Dynamics AX®.
This content describes how to set up reason codes, which allow you analyze
transaction history by specific reason.
This content also describes how to use the Fill utility to update multiple records,
similar to find and replace functionality.
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Financials I in Microsoft Dynamics® AX 2012
• General Ledger
• Accounts Payable
• Accounts Receivable
• Cash and Bank Management
Scenario
Cassie, the Accountant at Contoso, is responsible for managing the company's
fixed assets. Contoso's auditors have required explanations for all new assets
purchased, in addition to certain changes to existing assets. Cassie has decided
that using reason codes will satisfy the auditors.
Cassie also develops a list of standard fixed asset reason codes and descriptions.
These codes can be used with asset transactions. For example, one of Contoso's
vehicles (vehicle number 17) was recently in an accident. Because of the accident
damage, Cassie must adjust downward the asset's value, service life, and
expected scrap value. She creates a reason code titled “V-ACC-SC,” with a
description of “Vehicle Accident - Single Car” for transactions related to this
accident.
Later, Cassie records the write-down adjustment to the vehicle and changes the
other asset values. Because of the selected parameter settings, she uses the “V-
ACC-SC” reason code with the asset journals and the other forms that require
reason codes.
When the auditors next review the accounting records, they can see within the
accounting records and history forms that vehicle number 17 was adjusted
because of the accident and that no other car was involved in the accident.
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Chapter 6: Financial Features
You also can specify whether reason codes are required for a module. You
specify reason code requirements in the parameters form for most modules.
The difference between the two methods is that the Financial reasons form in
Organization administration provides additional fields to assign the reason code
to any of five account types, but in each module, reason codes are assigned only
to the account type that relates to that module. For example, if the Financial
reasons form opens from Accounts Payable, the Account type is set to Vendor
automatically, and the reason codes created can only be used with vendor
transactions.
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Financials I in Microsoft Dynamics® AX 2012
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Chapter 6: Financial Features
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Financials I in Microsoft Dynamics® AX 2012
NOTE: You must select the reason codes as available for all transaction types
within the journal line to be posted. This must include the ledger offset account.
Reason Comments
Optional reason comments can be entered on the respective Financial reasons
form. Although you can set up default reason comments for each reason code, no
setup is required.
If you select a reason code for a transaction, the default comment that is set up in
the Financial reasons form displays in the Reason comment field. You can
change the default reason comment. If you enter a reason comment first and then
select a reason code, the typed reason comment is not replaced.
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Chapter 6: Financial Features
Fill Utility
The Fill utility enables authorized users and/or administrators to mass-update
records This is done in a similar manner to the Find and Replace function. This
utility assists administrators or users during implementations or when business
process changes affect multiple records.
Scenario
Contoso has decided to change its payment terms. High-priority customers will
now receive a longer discount period. Instead of updating each account
individually, Phyllis, the Accounting Manager, will use the Fill utility to update
the discount terms of all high priority customers in one step.
This feature is available only if the Fill utility License configuration is enabled.
1. Open the form where the field that you want to update is displayed.
2. Right-click the field that you want to update and select Record
information from the menu.
3. In the Record information form, click the Fill utility button.
4. Specify the query criteria to find the records to update.
5. Click OK.
6. Verify that the list of records to be updated is correct.
7. Click OK.
8. Select the value to change the field to for the list of records.
9. Click OK.
CAUTION: Be aware that changing numerous records at the same time can be
time-consuming.
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Financials I in Microsoft Dynamics® AX 2012
The following tables provide descriptions for the fields in this form.
Field Description
Name of Displays the name of the table that was modified for the
table selected Fill Utility Log record.
Modified Displays the name of the field that was modified for the
field selected Fill Utility Log record.
New value Displays the new value for the field that was modified for
the selected Fill Utility Log record.
Created by Displays the user name of the person who made the change,
which is indicated in the selected Fill Utility Log record.
Created Displays the date and time that the change occurred.
date and
time
Query Displays the query statement that was used to update the
statement records for the selected Fill Utility record.
Summary
The Financial Features section described the setup of reason codes and the use of
the Fill utility.
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Chapter 6: Financial Features
2. Which of the following statements correctly describe the Fill utility? (Select
all that apply)
( ) The Fill utility enables authorized users to mass-update records.
( ) Users can view a log of changes that the Fill utility made,
( ) The system prompts users to create a backup before they use the
FillUtility.
( ) The system automatically makes a back up before it uses the Fill
utility.
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Financials I in Microsoft Dynamics® AX 2012
1.
2.
3.
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Chapter 6: Financial Features
Solutions
1. What are reason codes?
MODEL ANSWER:
Reason codes are standardized codes that you can use in various transaction
types or changes to field values which provide background data about the
transaction.
2. Which of the following statements correctly describe the Fill utility? (Select
all that apply)
(√) The Fill utility enables authorized users to mass-update records.
(√) Users can view a log of changes that the Fill utility made,
(√) The system prompts users to create a backup before they use the
FillUtility.
( ) The system automatically makes a back up before it uses the Fill
utility.
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Financials I in Microsoft Dynamics® AX 2012
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