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After transactions are posted, it is common for organizations to need visibility into subledger data so that the accounting entries generated from those transactions can be analyzed. Today, organizations use fields like voucher number, description or financial dimensions to track subledger data in the general ledger because it is difficult to navigate the data model to the subledger data. Types of subledger data that are commonly tracked include sales order or purchase order numbers, supplier or customer names, payment references, invoice numbers, or reference numbers from external transactions imported into Microsoft Dynamics 365 Finance. The subledger data is not only used for analysis, but also for processes such as general ledger settlement.
Thefinancial tags(Tags) eliminates the need to use document numbers, descriptions or financial dimensions by allowing an organization to create and enter up to 20 custom fields for transactions. These fields are then stored in the accounting entries created for the transactions. Tag values are not stored in subledger tables, the customer transaction table, or the vendor transaction table.
Tags were introduced in Dynamics 365 Finance version 10.0.32. This release supports the ability to define up to 20 custom tags and enter tag values into the following journals (and their corresponding Open Data Protocol [OData] and data management entities):
- General Journal
- Global General Magazine
In each new version, tags are implemented in additional journals, documents and processes.
In order to be able to use the functionality, you must activate itfinancial tagsfeature in thefeature managementWorkplace. The function can be deactivated at any time. If the feature is enabled but later disabled, any values entered for financial tags on transactions are retained in the database. However, they are no longer visible in transactions or requests in Dynamics 365 Finance.
The experience of entering tags for transactions is similar to the experience of entering a ledger account using financial dimensions. Tags don't use the same control as a ledger, but they still require a separator between tag values. You should define the tag separator before defining financial tags. On theledger parameterspage, selectfinancial tags, and specify the delimiter. The delimiter you specified must not be used in tag values entered for transactions. The delimiter cannot be changed once it has been defined.
After the feature is activated, each legal entity can define up to 20 financial tags. Tags are specific to legal entities. You can use the...Configuration of financial tagsAndCustom list value for financial tagsEntities to import the tags for each legal entity. Therefore, you can quickly and easily define the same initial setup in multiple legal entities.
Before creating financial tags, consider the following points:
- Evaluate whether the data should be tracked as a financial dimension or as a financial tag. Financial tags are an alternative to financial dimensions, especially when tracking values that have little or no reusability, such as B. Sales order numbers or purchase order numbers. For more information on the differences between financial tags and financial dimensions, seeDifferences between financial tags and financial dimensions.
- Once a finance tag is created, it can be disabled but not deleted. This constraint helps ensure that the tag values remain available for reporting on posted general ledger entries. Financial tags can be easily activated and deactivated at any time.
- The designation of each financial label can be changed at any time, even after transactions have been posted.
- If no transactions have been posted for a particular financial tag, changing the tag's label has no effect. This behavior is useful when you need to reuse a tag so you can track other data.
- If transactions have been posted for a specific financial tag, the tag values will not change. If the tag's label was originally "Order Number" but was later changed to "Order Number", the accounting entries posted before the label was changed will still contain the order numbers that were entered and posted to the general ledger.
Create a finance tag
Follow these steps to create a finance tag.
- Go toGeneral Ledger > Chart of Accounts > Financial Codes > Financial Codes.
- ChooseNeuto create a finance tag.
- Enter a label for the tag. The label must begin with a letter or underscore and can only contain letters, numbers, and underscores. No special characters, including spaces, are allowed.
- Imvalue typefield, selectText,List, orCustom List.
- If you have chosenListimvalue typeIn the field, select the value sourceUse values fromField. The field contains a list of entities from which tag values can be selected during transaction entry.
- If you have chosenCustom Listimvalue typefield, selecttag valuesto create the custom list of tag values to choose from during transaction entry.
- Chooseactivateto activate the tag.
Enter financial tag values for transactions
After a financial tag is activated, tags are available for input for any transaction that supports the feature.
Magazines and Lines
When entering journals, you can define tag values in the journal batch header. These values are then used as default values for the rows in the journal. Other default values in the journal are automatically populated on new rows that are added to the journal. However, they are not entered into rows that already exist when you define the values in the header.
Tag values that you enter in a journal are entered as default values, as follows:
- Tag values that you add to the journal batch header are entered as default values for the account.
- Tag values that you add to the account are entered as default values on the offset account.
- If the adjustment account already exists when you add tag values to the account, those tag values are not entered into the adjustment account as default values.
- If tag values exist on both the account and offset account, changes to the tag values in one place will not update the values in the other place. For example, if you change the account tag values, the compensation account tag values are not updated. This behavior helps prevent data loss when a user manually overrides the default values.
- If you add a new row and assign a new receipt number (representing a new transaction), the default behavior starts over. Tag values from rows of one receipt are never entered as default values in rows of another receipt.
- Tag values that you add to the journal batch header are entered as default values for the account of each line that is added to the receipt.
- The tag values you add to the account on the first line will not be entered as default values in the account on the next line of the coupon, and so on.
Tag values from master data are never used as default values. For example, there is no way to define default tag values for customers or suppliers. Also, tag values from the transaction itself are not automatically populated as default values. For example, a tag was created to track customer name. By default, when a transaction contains a customer, the tag value is not entered as the customer name. The value must be entered manually or imported.
When tag values are entered into transactions, no validation occurs either during transaction entry or posting. Even if a day ofListorCustom Listvalue type is defined, the tag values are not validated to ensure they exist in the list. For example a day ofListValue type created and the order number selected as the source of the list. Although a list of order numbers is displayed, the user can enter an order number that is not in the list.
Posting transactions with tag values
After a transaction is posted, the financial tags are available on the lines of the general ledger account entry. They will be displayed on theVoucher TransactionsAndTransactions for the main accountPages. The financial tags are displayed in separate columns for easier sorting and filtering.
For reporting, the tags are not part of the dimension sets. Therefore, you cannot get a summary transaction balance for a specific tag value. For example, if you look at the test credits, you cannot get a credits per day value. However, if you drill down the balances of the trial balance, the tag values will appear in the detailed transactions. The detailed transactions, including tag values in separate columns, can be exported to Excel where they can be summarized when balances are required.
If a tag is deactivated, the tag values will remain on the posted transactions. By default, disabled tags are not displayed on request pages. However, you can add the columns by selecting themShow inactive financial tags.
Correct the tag values after posting
Although financial tags are available for reporting, they are not part of the general ledger and do not affect financial reports. Because tags are only used for internal analysis, changes to tag values are allowed after transactions are posted.
- Imfeature managementWorkspace, activate the named featureAllow editing of internal data on general ledger entries. This feature allows some roles to changeDescriptionPosted transactions field. If thefinancial tagsWhen the feature is also enabled, this feature has been extended to allow changes to tag values.
- After the feature is activated, go toVoucher Transactions.
- Use the query to find the transactions you want to edit.
- Select the rows inVoucher Transactions, and then selectEdit internal voucher data. You can only edit selected rows.
The page displays the rows you selectedVoucher Transactions, including current financial tags and new financial tags. The current variable values are entered as default values for the new variables. So you don't have to re-enter everything manually, you can only change what's wrong. You can use the...Bulk update of selected recordsButton to perform bulk updates. Bulk updates are useful when you want to assign tag values to large groups of posted transactions that were wrong or didn't have tag values defined (e.g. because they were posted before the feature was enabled).