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

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RG Connect 2015 Microsoft Dynamics GP Tips and Tricks October.23.

1 RG Connect 2015 Microsoft Dynamics GP Tips and Tricks October Prepared by Sheri Carney 600 SW 39 th Street, Suite 250 Renton, WA

2 Contents GLOBAL TIPS Date Entry Date Entry Plus/Minus Fix Auto Complete Shortcut to Send User Message Take Company Offline Default SmartList Favorites to Save to User vs System Expand SmartList Favorites Pane Auto Size SmartList Columns Customize Window Action Pane Copy User Settings Who Can Do That? Hot Keys Grace Period for Payment Terms Batch Recovery GENERAL LEDGER TIPS Purposeful Lookup Windows Negative Debits and Credits Lock Budgets to Prevent Unwanted Changes Combine Budgets Add Vendor/Customer Information to Financial Transaction SmartList Copy Journal Entries The Resource Group s GL Copy/Paste Reverse Closed Fiscal Year BANK RECONCILIATION TIPS Deposit Without Receipts Clear Range of Checks Speed Checkbook Register Inquiry Maximum Check Amount FIXED ASSETS TIPS Undo All Depreciation View Fixed Assets Posting Accounts in SmartList Page 2 of 32

3 29. Auto Create Fixed Asset Groups in Navigation Lists PAYABLES MANAGEMENT TIPS Doc Date Verify Warn of Open POs During AP Entry Modify Columns in Edit Payables Check Batch Vendor and Transaction Hold Credit Memo Unapply The Resource Group s AP Copy/Paste RECEIVABLES MANAGEMENT TIPS Credit Limit Warning Recurring Cash Receipts Batch Paid Transaction Removal Receivables Transaction Unapply Tool RESOURCE TIPS System Requirements Feature of the Day Designated Resource Group Help Desk Inbox The Resource Group Help Desk Direct Line Microsoft Support Line Microsoft Support for Cloud Customers Page 3 of 32

Date Entry Plus/Minus Click on the plus or minus key on your keyboard when in a date field to advance or decrease the date one day at a time. 3.

4 GLOBAL TIPS 1. Date Entry Here s a trick for how to speed up date entry in GP. When in a date entry field in GP, simply type just the day of the month GP will fill in the month and year based on the user date. 2. Date Entry Plus/Minus Click on the plus or minus key on your keyboard when in a date field to advance or decrease the date one day at a time. 3. Fix Auto Complete To remove an accidental or unwanted entry in Auto Complete, begin typing the entry to make it appear in the Auto Complete list. Then just right-click on the entry you would like to remove and select Remove From List. 4. Shortcut to Send User Message When checking login activity in the User Activity window (Administration page Utilities-System- User Activity), click on the information icon at the bottom of the window to send users a message Page 4 of 32

setting has been added to allow new SmartList Favorites to be saved at the User level.

5 5. Take Company Offline Administration Page UTILITIES-SYSTEM-TAKE COMPANY OFFLINE 6. Default SmartList Favorites to Save to User vs System Administration Page SETUP-SYSTEM-SYSTEM PREFERENCES A new default setting has been added to allow new SmartList Favorites to be saved at the User level. Previously, the only default was System, which then results in additional favorites to be saved to everyone s SmartList folders unintentionally when the setting is not manually changed. Page 5 of 32

Position your cursor over one of the lines separating columns in the header section.

6 7. Expand SmartList Favorites Pane Right click within the SmartList Favorites pane and choose Increase Width or Decrease Width to change the sizing of the window. 8. Auto Size SmartList Columns Open any SmartList favorite. Position your cursor over one of the lines separating columns in the header section. Once your cursor changes to a line with opposite horizontal arrows, you can manually drag the column to a narrower or wider size, or you can simply double-click and the column will auto-size to the largest result in the column. Page 6 of 32

9. Customize Window Action Pane Microsoft Dynamics GP Dropdown Menu User Preferences Microsoft Dynamics GP 2013 R2 added an action pane to individual windows to

Action Pane = full size command buttons Action Pane Strip = smaller version of the command buttons Menu Bar = file menu from previous versions 10.

7 9. Customize Window Action Pane Microsoft Dynamics GP Dropdown Menu User Preferences Microsoft Dynamics GP 2013 R2 added an action pane to individual windows to make the window commands more visible. This display is default in GP, but is customizable by user. Action Pane = full size command buttons Action Pane Strip = smaller version of the command buttons Menu Bar = file menu from previous versions 10. Copy User Settings Administration Page SETUP-SYSTEM-USER Enter new User ID information, then click on Copy Settings at top of User Setup window. Options available to copy Security Access and Home Page/Area Pages from existing user setup. Page 7 of 32

8 11. Who Can Do That? Administration Page SETUP-SYSTEM-SECURITY TASKS Pull up a Task ID and highlight one of the Operations. Click on the Print Operation Access button at the bottom of the window. This will result in a Security Operation Access Report which will display which users in GP have access to that specific operation. Page 8 of 32

the available Keyboard Shortcuts and click on OK That hot

9 12. Hot Keys Home Page Navigation Pane Right click on desired Shortcut Select Shortcut Properties Select any of the available Keyboard Shortcuts and click on OK That hot key will now pull up the desired window for you. Page 9 of 32

13. Grace Period for Payment Terms Administration Page SETUP-COMPANY-PAYMENT TERMS For payment terms with a Date or EOM due date calculation, mark the option at the bottom of the window to use

This is for scenarios such as a payment term of payment due on the 20 th, but the invoice is dated the 18 th.

10 13. Grace Period for Payment Terms Administration Page SETUP-COMPANY-PAYMENT TERMS For payment terms with a Date or EOM due date calculation, mark the option at the bottom of the window to use customer/vendor grace periods to calculate realistic due dates. GP will then look at the customer/vendor card for the Grace Period and add that to the transaction date. This is for scenarios such as a payment term of payment due on the 20 th, but the invoice is dated the 18 th. A grace period will push the due date to the following month the realistic date due instead of the payment being due in two days. 14. Batch Recovery Administration Page ROUTINES-BATCH RECOVERY Status of Posting Interrupted = Batch will try to continue to process/post. Therefore, if there is a network or server issue, make sure that is fixed prior to clicking on Continue. Status of Edit Required = Batch will return to Origin module for editing when you mark and click on Continue. Do not just try to post again this message means there is something wrong with the transaction(s) in the batch. Print an edit list for assistance with finding the errors. Page 10 of 32

11 GENERAL LEDGER TIPS 15. Purposeful Lookup Windows Financial Page CARDS-FINANCIAL-ACCOUNT Select an Account number. In the Include in Lookup section, highlight only the modules you wish to see this account number displayed in. 16. Negative Debits and Credits Financial Page TRANSACTIONS-FINANCIAL-GENERAL To assist with data entry speed, if desired the user can enter negative debits, which automatically are transferred to the credit column. Page 11 of 32

17. Lock Budgets to Prevent Unwanted Changes Financial Page CARDS-FINANCIAL-BUDGETS Select Budget ID then choose Open-using Microsoft Dynamics GP.

Combine Budgets Financial Page CARDS-FINANCIAL-BUDGET Combine multiple budgets that have been imported into GP to one Master budget in GP.

12 17. Lock Budgets to Prevent Unwanted Changes Financial Page CARDS-FINANCIAL-BUDGETS Select Budget ID then choose Open-using Microsoft Dynamics GP. Click on the lock icon next to the Budget ID and enter a password. 18. Combine Budgets Financial Page CARDS-FINANCIAL-BUDGET Combine multiple budgets that have been imported into GP to one Master budget in GP. Open the main/master budget in GP and select the Combine Budgets button at the top of the window. In the Combine with Budget ID field, select the budget you would like to merge into this master budget. Click on the Process button at the top left of the window. Page 12 of 32

19. Add Vendor/Customer Information to Financial Transaction SmartList SmartList FINANCIAL-ACCOUNT TRANSACTIONS Add the columns Originating Document Number and Originating

13 19. Add Vendor/Customer Information to Financial Transaction SmartList SmartList FINANCIAL-ACCOUNT TRANSACTIONS Add the columns Originating Document Number and Originating Master ID to see document numbers (invoice, check, receipt, etc.) and Master IDs (customer, vendor, etc.) from the subsidiary module the transaction was posted from. Page 13 of 32

14 20. Copy Journal Entries Financial Page TRANSACTIONS-FINANCIAL-GENERAL Click on the Copy button at the top of the window Enter the Journal Entry number to copy and click OK. This will create a new Journal Entry that is a replica of the original. Update date, reference and/or any distributions accordingly and post. Page 14 of 32

Integration. Fill in Batch ID, Transaction Date and JE Reference.

15 21. The Resource Group s GL Copy/Paste Contact your Customer Account Manager for information Financial Page TRANSACTIONS-FINANCIAL-BATCHES Click on the Additional button and choose TRG Excel GL Integration. Fill in Batch ID, Transaction Date and JE Reference. Copy data from Excel and click on Paste in GP. Click on Error Log and fix any errors. Click on Integrate to create batch in GP. Page 15 of 32

Deposit Without Receipts Financial Page TRANSACTIONS-BANK DEPOSITS Enter a

16 22. Reverse Closed Fiscal Year Financial Page ROUTINES-FINANCIAL-YEAR-END CLOSING BANK RECONCILIATION TIPS 23. Deposit Without Receipts Financial Page TRANSACTIONS-BANK DEPOSITS Enter a lump sum to update a deposit amount to the checkbook that did not come from Receivables and is already in the GL Page 16 of 32

24. Clear Range of Checks Financial Page TRANSACTIONS-FINANCIAL-RECONCILE BANK Select a Checkbook ID, enter the Bank Statement Ending Balance and appropriate dates then

To clear a range of checks, mark the cleared box for the first check in the sequence then click on the Select Range button at the top right of the window and choose Begin

17 24. Clear Range of Checks Financial Page TRANSACTIONS-FINANCIAL-RECONCILE BANK Select a Checkbook ID, enter the Bank Statement Ending Balance and appropriate dates then click on the Transactions button to open the Select Bank Transactions window. To clear a range of checks, mark the cleared box for the first check in the sequence then click on the Select Range button at the top right of the window and choose Begin Range. Next, mark the cleared box for the last check in the sequence then click on the Select Range button again and choose End Range. Note that all checks in the range will then have an asterisk to the left showing they are part of the selected range. Page 17 of 32

18 Now select the Select Range button again and choose Mark. This will check the cleared box for all checks in the range. Page 18 of 32

25. Speed Checkbook Register Inquiry Financial Page INQUIRY-FINANCIAL-CHECKBOOK REGISTER If the Checkbook Register Inquiry window is slow pulling data up for your Checkbook

Maximum Check Amount Financial Page CARDS-FINANCIAL-CHECKBOOK Enter an amount in the Max Check Amount field to limit the amount a check can be written for in the following

19 25. Speed Checkbook Register Inquiry Financial Page INQUIRY-FINANCIAL-CHECKBOOK REGISTER If the Checkbook Register Inquiry window is slow pulling data up for your Checkbook ID, try entering a Date Range first and then selecting the Checkbook ID. 26. Maximum Check Amount Financial Page CARDS-FINANCIAL-CHECKBOOK Enter an amount in the Max Check Amount field to limit the amount a check can be written for in the following windows: Payables Transaction Entry, Payables Manual Payment Entry, and Edit Payables Checks. If the check amount exceeds this limit, a message will pop up alerting to the fact that the maximum amount has been exceeded. Set up a password to override the maximum. Page 19 of 32

asset wasn t in service, asset shouldn t be depreciated, wrong life, wrong

20 FIXED ASSETS TIPS 27. Undo All Depreciation Financial Page ROUTINES-FIXED ASSETS-DEPRECIATION Audit, asset wasn t in service, asset shouldn t be depreciated, wrong life, wrong method any of these can be fixed with an easy undo. 28. View Fixed Assets Posting Accounts in SmartList SMARTLIST Fixed Assets object Page 20 of 32

Click on the Columns button and choose Add Click on the column

This will bring all of the Account Index fields (account

Select the Accounts you want to add to your SmartList view and

21 Click on the Columns button and choose Add Click on the column header Type to sort by the column type. This will bring all of the Account Index fields (account numbers) to the top of the list. Select the Accounts you want to add to your SmartList view and click on OK. Edit the Display Names to remove the (Account) at the end of each field name and click on OK. Page 21 of 32

22 Make sure to click on the Favorites button in the Actions pane, give this view a Name and click on Add-Add favorite to save this view for continued use. Page 22 of 32

23 29. Auto Create Fixed Asset Groups in Navigation Lists Financial Page Assets Navigation List Select assets by hand-picked selection or filters. Selecting any of the Actions (Depreciate, Retire, Transfer) automatically creates an Asset Group for you of the selected assets. Page 23 of 32

24 PAYABLES MANAGEMENT TIPS 30. Doc Date Verify Professional Service Tools Stop allowing transactions to be posted to the year 2515! When Doc Date Verify is activated and a document date is entered in any of the applicable transaction entry windows, a check will be performed to determine whether the document date is in a valid fiscal period or if the period is closed. A message will be displayed for the user to correct the date if the date is not valid the user will not be allowed to continue until the date is corrected! 31. Warn of Open POs During AP Entry Purchasing Page SETUP-PAYABLES Prevent the orphaning of PO receipts and duplicating expenses by marking Payables Setup to check for Open POs in AP entry. If an AP vendor has an open PO, saving or posting the transaction will result in a warning. Page 24 of 32

25 32. Modify Columns in Edit Payables Check Batch Purchasing Page TRANSACTIONS-EDIT CHECK BATCH Click on the Columns button at the top right to modify columns to exchange Voucher Number for Document Number and add Original Amount. Page 25 of 32

Purchasing Page TRANSACTIONS-HOLDS Place individual invoices on hold

26 33. Vendor and Transaction Hold Purchasing Page CARDS-VENDOR Place the entire vendor on hold no payment can be generated for that vendor Purchasing Page TRANSACTIONS-HOLDS Place individual invoices on hold those invoices will not be included in a check to that vendor Page 26 of 32

27 34. Credit Memo Unapply Voiding Credit Memos to Unapply Part 1 If you accidentally applied a credit memo to a wrong invoice, or if you allowed GP to Auto Apply credit memos and the wrong invoice was applied to, AND the invoice and credit memo were both fully applied (therefore moving them to History), the only way to unapply the credit memo is to void it through Void Historical Transactions. Purchasing Page TRANSACTIONS-VOID HISTORICAL TRANSACTIONS Voiding Credit Memos to Unapply Part 2 A caveat to the last scenario is if the credit memo that was applied to an invoice paid off the invoice, but there is still an amount remaining as unapplied on the credit memo. In this scenario, the invoice is in History so cannot be unapplied, but since there is an amount remaining on the credit memo, the credit memo is not yet in history so Void Historical Transactions cannot be used.yet. The fun workaround for this scenario is played out as follows: 1) Post an invoice to the vendor with the credit memo, in the amount of the amount remaining on the credit memo. Code the Purchasing distribution to your suspense account. 2) Apply the credit memo to this newly posted invoice. This will fully apply the credit memo to the invoice and both will move into History. 3) Void the credit memo using Void Historical Transactions. 4) Void the invoice using Void Open Transactions. Page 27 of 32

Integration. Fill in Batch ID, Batch Comment and Posting Date.

28 35. The Resource Group s AP Copy/Paste Contact your Customer Account Manager for information. Purchasing Page TRANSACTIONS-BATCHES Click on the Additional button and choose TRG Excel AP Integration. Fill in Batch ID, Batch Comment and Posting Date. Copy data from Excel and click on Paste in GP. Click on Error Log and fix any errors. Click on Integrate to create batch in GP. Page 28 of 32

29 RECEIVABLES MANAGEMENT TIPS 36. Credit Limit Warning Sales Page CARDS-CUSTOMER Options button Use the expansion error for greater control of credit limit compared to customer balance. Page 29 of 32

Paid Transaction Removal Sales Page ROUTINES-PAID TRANSACTION REMOVAL Speed up statement generation and

30 37. Recurring Cash Receipts Batch Sales Page TRANSACTIONS-RECEIVABLES BATCHES Easily post repeated cash receipts from customers (services, subscriptions, etc.) 38. Paid Transaction Removal Sales Page ROUTINES-PAID TRANSACTION REMOVAL Speed up statement generation and remove unwanted paid transactions from statement detail. Be sure to enter a cut-off date for NSF and Checks to allow timing for voids if needed. Page 30 of 32

39. Receivables Transaction Unapply Tool Professional Services Tools Library Once Paid Transaction Removal is performed in Receivables, all fully applied documents are moved to History and can no

This tool allows you to unapply payments from the History table and then apply those payments to other transactions.

31 39. Receivables Transaction Unapply Tool Professional Services Tools Library Once Paid Transaction Removal is performed in Receivables, all fully applied documents are moved to History and can no longer be unapplied or voided UNLESS you use RM Transaction Unapply in the Professional Services Tools Library. This tool allows you to unapply payments from the History table and then apply those payments to other transactions. The tool is simple to use run the RM Transaction Unapply tool, select the customer, find the transaction to unapply and then uncheck the box. You have the opportunity as well to just run a report first without actually processing the unapply so that you can confirm results in advance. There are particulars around transactions that involve discounts, write-offs and Multi-currency so be sure to read the pdf instructions included with the PSTL download. Page 31 of 32

32 RESOURCE TIPS 40. System Requirements Feature of the Day Designated Resource Group Help Desk Inbox 43. The Resource Group Help Desk Direct Line (425) Microsoft Support Line (888) Microsoft Support for Cloud Customers (800) Much credit for the tips presented here goes to Mark Polino s Tips and Tricks presentations and Errol Schoenfish s Feature of the Day blogs. Page 32 of 32

RG Connect Sheri s Tips and Tricks. October Prepared by Sheri Carney

RG Connect Sheri s Tips and Tricks. October Prepared by Sheri Carney RG Connect 2012 Sheri s Tips and Tricks October.11.2012 Prepared by Sheri Carney 1400 Talbot Road South, Suite 301 Renton, WA 98055 425.277.4760 www.resgroup.com Contents GLOBAL TIPS... 4 1. Automatic