Dynamics GP Tips and Tricks. Steve Michaelson

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1 Dynamics GP Tips and Tricks Steve Michaelson

2 Steve Michaelson Using GP since 2002 (GP 8) Using SQL since 1998 (7.0) I enjoy creating simple/elegant integration solutions I also enjoy creating complex/technical integration solutions

3 GP Tips and Tricks by Module 1. Setup / System (7) 2. Finance(5) 3. Distribution (8) 1. Sales (2) 2. Inventory (2) 3. Purchasing (4) 4. Reporting (6)

4 Setup / System 1. Document Attach Setup 2. Document Attach Usage 3. Using Workflow 4. Company Offline for Maintenance 5. Send a Message to Users 6. Disable the Action Pane 7. Hot Keys in Dynamics GP

5 Document Attach Setup Administration>Setup>Company>Doc ument Attach Setup Toggle on Set default location to a network location Delete after inserting Allow Deletion with password Send attachments in

6 Document Attach Usage Document Attach use Select by document Select from notes Allow Deletion with password Send attachments in Scan directly from Windows compliant scanner

Using Workflow Administration>Setup>Company>Workflow Process transaction with workflow approval Email approval

7 Using Workflow Administration>Setup>Company>Workflow Process transaction with workflow approval approval requests Approve using client Available for Payables transactions Requisitions PO s Project Timesheets/Expense and more

8 Company Offline for Maintenance Take a company off line for maintenance or mass changes Administration>Utilities>System> Take Company Offline Allow only a single user access the database. Remember to set the user under the company setup Provide Off line message

11 Send a Message to Users Adminstration>Utilities> System>Send Users Messages Send a message to all users logged in Notify remote users of requirements Excellent for RDS / Citrix users

12 Disable the Action Pane Disable the Action Pane Home>User Preferences Disable the action pane to get the old menus back Required for some legacy issues Choice of Action Pane Action Pane Strip Menu Bar

13 Hot Keys in Dynamics GP Using the keyboard to speed data entry Ctrl L look up Space bar toggle Tab / Shift Tab move focus Arrows up and down same field next record Set enter to accept document (Save)

14 Financial 1. Reversing a Year End 2. Correct and Reverse Journal Entries 3. Copy Journal Entries 4. Import Journal Information from Excel 5. Import Budgets from Excel

15 Reversing a Year End Financial>Routines> Year End Closing Reverse Year End Reverse Year End for last closed period Can be done multiple times Limit is 367 open periods

16 Correct and Reverse GL entries Back out and Correct journal entries Can be used for historical entries

17 Copy Journal Entries Copy previous journal entries Copy previous months Standing journals Eliminate recurring batches

18 Import Journal Information from Excel Import detail information from Excel Create JV in Excel and copy detail to GP Eliminate duplicate entry Can be pasted from Text files as well

20 Import Budgets from Excel Import detail budgets information from Excel Financial>Cards>Budgets Use the Wizard to 1. Create templates 2. List prior years numbers 3. Auto generate % change in budget

21 Distribution Sales 1. Suggested Items for SOP 2. Customer Item Numbers Inventory 1. Item Site Assignment 2. Using Reason Codes Purchasing 1. Adding Columns to Check Batch 2. Using Attachments for Document Management 3. Purchase Requisition 4. Using Workflow

22 Suggested Items for SOP Inventory>Cards>Item> Suggest Items Button Add suggested items as order entry performed This will pop up a suggestion of additional items in SOP Added by Document Type

23 GP Customer Item Numbers Sales>Cards>Customer Items Add customer item numbers to GP Available to print on SOP documents Provide Customers their info on documents Can be used for Language Translation

24 Item Site Assignment Inventory>Cards>Quantities /Sites Go to>site Item Assignments Add multiple sites to new items Mark the item as inactive in the site Add Landed Cost Defaults Add Primary Vendor by site

25 Using Reason Codes Inventory>Setup>Reason Code Setup Sets Reason Codes Report on why there are adjustments Control where the expense is coded Overlays are still in effect

26 Adding Columns to Check Batch Purchasing>Transactions> Select Checks>Edit Check Batch Add columns to the check batch Window Add document number to the window Add the Vendor Name

27 Purchase Requisition Purchasing>Transactions >Purchase Requisition Using requisitions for purchase requests Submit through Work flow Creates PO when completed Uses Limited or Self serve users to save $

28 Warn when PO exists for Vendor Purchasing>Setup>Payables Warn the user that a PO exists when entering a voucher Reduces duplicate entry

29 All-In-One-View (Sales & Purchasing) Inquiry>Module>All-In- One View Allows easy view for complete tracking of transaction from PO through payment.

30 Payroll Integration to Payables Payroll>Setup>Payables Integration Auto creates payables transaction during payroll processing Batch must be posted from within purchasing. Can define vendor address and GL account Works best with things like Federal/State Taxes, Garnishments

31 Reporting 1. Create SmartList using Designer 2. Column Adjust in SmartList 3. Using Jet Reports for Financials 4. Renaming SmartList Fields 5. Using SmartList for Exception Reporting

32 Create SmartLists using Designer SmartList>New Create SmartList that combine information from multiple sources Add Calculated Fields Change signs based on Types Add Custom Go To s

33 Column adjustment in SmartList Select the column Double click the width to force the data to fit Like Excel but header is ignored

34 Renaming SmartList Fields Change the default name on SmartList fields Change the name to differentiate between line fields Change to make match your usage of the field

35 Using SmartList for Exception Reporting Set reminders to show what is an exception Add from the home page Add when saving favorite in SmartList Use either Totals for a column or the record count

37 Smartlist Export Solutions Create an Export Solution to run Macro in Excel after export Save per Smartlist Favorite

38 Smartlist PRO: Powerful query tool / Comes with GP CON: Limited to 4 Searches

39 Use Jet Reports for Financial statements Replacement for Management Reporter Excel Add in Easy to use Custom reporting simplified Reference Parameters for easy expansion of reports

40 Questions?

41 Thank you Please fill out the survey provided

RG Connect 2015 Microsoft Dynamics GP Tips and Tricks October Prepared by Sheri Carney

RG Connect 2015 Microsoft Dynamics GP Tips and Tricks October.23.2015 Prepared by Sheri Carney 600 SW 39 th Street, Suite 250 Renton, WA 98057 425.277.4760 www.resgroup.com Contents GLOBAL TIPS... 4 1.