Let’s discuss about advanced rule structure in AX 2012.
In normal accounting process, we generally have many entries to be posted which involves ledgers and dimensions. In Chart of Account configuration, we define ledger – dimension relation wherein we define which all dimensions will be applicable for the ledger and also we can limit the dimension values, for example dimension department and purpose can be required dimension for insurance expense account and dimension region can be required for asset depreciation expense account.
Here, i will be focusing on Advance Rule Structures. Advanced rule structures is somehow similar to chart of account structures. The difference is in Advanced rule structure we define rules for financial dimensions and then we attach it to ledger. So it’s basically we define rules for dimension usage but not involving ledger as the first step of configuration.
Let’s see an example:
Let’s assume a company which is having it’s regions as CA and LA. Out of these, only CA region provides insurance facility to it’s employees. So there is a requirement that for insurance expense account, when purpose is Insurance then region can only be CA and not LA.
Advanced rule structure can be best used for such type of requirements. By this, when insurance expense is selected in journal line, and when we select purpose as Insurance then on region we can only select CA. LA option will even not come in the drop-down. This feature helps a lot for restricting clerical mistakes which we see a very common thing in general accounting practice.
Now let’s see how it is configured:
Step 1. The first step is to create advanced rule structure. Navigate to GL -> Setup -> Chart of accounts -> Advanced rule structures.
Step 2. We can see here that advanced rule structures form is open. In this form only we create advanced rule structure. Click on New to create new structure. Enter a logical name in the advanced rule structure field and also specify description.
Step 3. Next steps involved selecting dimensions. Click on Add segment button. Drop-down of financial dimensions will come.
Step 4. Notice here that main account is not a default option. Select dimension value Purpose and then click on Add segment. Now click on Add segment again and then select Region.
Step 5. Now click on the filter button on the Purpose dimension code.
Step 6. Enter the value Insurance in the field provided and click on OK. Now in similar way, enter value for Region field. Please note that we will be entering region only as CA.
Step 7. Click on Activate button to activate the advanced rule.
Step 8. Repeat the steps as mentioned above to create more advanced rules. At this stage we have created advanced rule. Now we have to attach this advanced rule on the chart of account configuration. To do so, navigate to GL -> Setup -> Chart of accounts -> Configure accounts structure. Select the appropriate account structure and click on the Advanced rule button. Please note that before you attach advanced rule structure, change the status of concerned account structure to Edit mode and once the advanced rule structure is attached, activate the account structure.
Step 9. Click on New and enter a logical name for the rule and description.
Step 10. In the add filter section, add the account number for which this advanced rule will be effective. The account number must be there in account configuration. Select the advanced rule created in the advanced rule section.
Step 11. Close the form and activate the account structure for the changes to be effective.
At this point, we have completed the configuration of account structure. Now we can see it’s effect on General journal.
Step 12. Create a new general journal. Select account type as ledger and enter account number for which advanced rule is applied. Select Purpose dimension as Insurance and try to select Region. There will be only one option and that will be CA.
This is how advanced structure rule works. Advanced rule structure helps a lot in making financial system of any organization flexible to be used and specially for AX 2012 where we have unlimited financial dimensions.
Any queries, suggestions are most welcome. Do write to me in case you have any doubts.
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