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Use this form to set up default offset accounts for expense transactions entered on a project. When you enter an expense transaction on a journal line, Microsoft Dynamics AX will suggest the offset account setup that best matches your project, category, and employee selection on the transaction line.
The type of the default offset account can be vendor, customer, ledger, or bank. The most common setup would be to set up the default offset account as a vendor account. However, some companies set up a ledger offset account for individual employees or they use prepayments and set up the default offset accounts as customer accounts.
Note
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If you have set up an offset account on a journal, any default offset account setup will be disregarded when you enter expenses in this specific journal. |
Example
Employees who pay for meals, hotels, and transportation when they travel on business need to have these expenses reimbursed from the company when they get back. For that purpose a default offset account setup is helpful. With a default offset account setup an offset account will always be suggested when the employees register expenses in the expense journal.
The setup in the following table illustrates an example in which a company has four default offset accounts set up.
|
Employee |
Category |
Project |
Type |
Default offset account |
|---|---|---|---|---|
|
Employee 1 |
Blank |
Blank |
Vendor |
1356 |
|
Employee 2 |
Blank |
Blank |
Vendor |
1367 |
|
Blank |
Flight |
Blank |
Vendor |
205085 |
|
Blank |
Hotel |
13000 |
Vendor |
206068 |
If employees 1 and 2 in this company enter an expense transaction, the application will suggest offset account number 1355. However, if the expense is a flight ticket, offset account 205085 will be suggested because it is the airline company which in this case is the vendor to be reimbursed.
The company has a special agreement with a hotel chain on the location where project 13000 is being accomplished so they have set up a default offset account for all hotel expenses on project 13000. If employee 1 or 2 or any other employee enters an expense transaction with category Hotel on project 13000, offset account 206068 will be suggested.
Search
priority for offset accounts
The following table displays the search priority for offset accounts applied for expense transactions.
You set up offset accounts for projects, categories, and employees. The search priority for offset accounts can be viewed in the following table. When an offset account is looked up on an expense transaction, the account selected will always be the account that matches the greatest amount of details. Search matches have a priority from 1 to 6 in the following table. Project is the "strongest" criterion. When a set of accounts with the correct project have been found, the search continues for category and finally employee to find the most detailed match.
|
Priority |
Employee |
Category |
Project |
|---|---|---|---|
|
1 |
X |
X |
X |
|
2 |
X |
X |
|
|
3 |
X |
Blank |
X |
|
4 |
Blank |
Blank |
X |
|
5 |
Blank |
X |
Blank |
|
6 |
X |
Blank |
Blank |
Navigating
the form
The following tables provide descriptions for the controls in this form.
Tabs
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Tab |
Description |
|---|---|
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View all offset accounts that have been set up. |
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View setup details on individual offset accounts. |
Fields
|
Field |
Description |
|---|---|
|
, , , |
Project, category and employee that the account setup is based on. |
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Offset account type that should be applied for the setup. Select , , or when the transaction is to be posted on the respective account types. Use if a bank account transaction is involved. |
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Offset accounts available for selection are limited by the offset account type that you have selected. |
