Uncommonly Used Features: Setting Up Account Categories in Dynamics GP

By Deb Schaffer | June 24, 2022

This is the final part of my current series on Uncommonly Used Features in Dynamics GP.

In this post, I will show you how to use Categories to design Management Reporter reports. This is something that can save you a lot of time if you frequently need to add new General Ledger (GL) accounts.

Follow These Steps to Set Up Account Categories in Dynamics GP

First, navigate to Financial > Setup > Category to open the Account Category Setup window.

Account Categories in Dynamics GP Account Category Setup Window

Here you can see the 48 out-of-the-box categories that can be assigned to GL Accounts. This is a required field on the Account Card.

You can also add additional Account Categories as needed. Scroll down to the bottom of the list to add new categories. I’ve added two as an example.

Account Categories in Dynamics GP Account Card

Once you’ve added any additional categories, navigate to Financial > Cards > Accounts to open the Account Maintenance window. Bring up an account and you can see that the Category is a required field. I’ve selected Vehicle Insurance and have assigned the new category I added for vehicle expense.

Account Categories in Dynamics GP Account Maintenance Window

The next step is to go into Management Reporter to take a look at the Row Definitions. This is the data that will be displayed in your report.

The screenshot below is a Default Summary Income Statement. On the far right, column J is the link to the Financial Dimensions in Dynamics GP. The row definition data is being pulled from GP based on the Account Category assigned to the Account.

Row 580 is the line for Vehicle, Building and Maintenance, and Administration Expenses. To add the new vehicle expense category to this report, double-click in column J to open the Dimensions window.

Account Categories in Dynamics GP Default Summary Income Statement

Account Categories in Dynamics GP Default Summary Income Statement Category

Here, we need to add the new category to be included in this line’s calculations. You can either type in the categories you want to add, or double-click in the next open field to open the Account Category selection window.

Account Categories in Dynamics GP Account Category Selection Window

Select the new category to add and then click on OK.

Account Categories in Dynamics GP New Category

Click on OK again and back on the Row Definition, you will see a new category added.

Account Categories in Dynamics GP New Category Added

Save and close out of the Row Definition.

Back on the Report Definition, run the report.

Account Categories in Dynamics GP Report Definition

Drill into the Vehicle, Building and Maintenance, and Administration Expense line to see the accounts that are included in that grouping.

Account Categories in Dynamics GP Income Statement

By designing the Row Definitions in Management Reporter based on Account Categories, when you add new accounts and assign them to the categories, they will automatically be pulled into your MR reports – no additional maintenance would be needed unless you create new categories.

Questions?

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