Dynamics GP 50 tips in 50 Minutes

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1 Dynamics GP 50 tips in 50 Minutes System 1. Access functionality with right click Allows for quick access to cut/copy/post and insert/delete row 2. Increase/decrease dates quickly with + and keys Click the plus and minus keys on date fields to increase or decrease the date by one day 3. Speed data entry by entering only the day Within a date field typing in only the day the system will fill in the current month and year. For example, keying in 10 on 9/3/14 will change the date to 9/10/ Use quick links to access most commonly used windows Quick links allows a more organized approach to launching commonly used windows/lists. On GP home page click in the top right area to change details of the Quick links. 5. Organize quick links for more efficiency To Create a divider line you need to add a web page shortcut to your QuickLinks pane. In the Name field on the Add Web Page box you should put in whatever you want to appear as the divider. For this example we used a string of hyphen characters (-----). For the address, select either or it does not matter which. In the name field to the right of the address simply type in a hyphen. 6. Create custom reminders with a cue Connect SmartList favorites to reminders and display with a cue. Once you create a SmartList, click Favorites and then click Add>>Add Favorite and reminder. Fill in the reminder filter and check the Display as a Cue checkbox. 7. Set the system date at Dynamics GP startup On the home page navigation pane; right click on Startup>>Click Add>>Add Window>>Expand Microsoft Dynamics GP>>Company>>select User Date>>Click Add then click Done. 8. Control center with navigation lists Navigation lists proved all of information needed to work within a particular role within GP. On the home page, click on a role (Financial/Sales/Purchasing) and then on left navigation pane click on Customers (if under Sales role). 9. Master GP data with navigation lists filters Navigation lists contain more robust filtering functionality making it easy to work with specific data. 10. Analyze data with navigation lists export to Microsoft Excel Navigation lists can be exported to Microsoft Excel for further dissection. Within a navigation list, click/select the records to export to excel and at the top right click Go To>>Send to Excel.

2 11. Create Macros for routine jobs such as MSS Import, MSS Auto Apply, etc. Macros help reduce key strokes for routine tasks. To create a macro click Alt + F8 to start recording your key strokes. A window will display asking for a location to save the macro. Name the macro and click Save. Go to through the steps of what you want to record within GP and then click Alt + F8 to stop recording of the macro. Next go to your GP home page and right click on navigation pane>>click Add>>Add Macro. Name your Macro shortcut and browse to where you saved the macro file. Make sure you specify a Keyboard shortcut such as F3 to get quick access to your macro. 12. Create SQL backups through GP Interface while IT plays ping pong Easily create a backup through GP prior to year-end or data maintenance procedures. Under Microsoft Dynamics GP>>Click Maintenance>>Backup (Must be logged in as DYNSA or sa user) 13. Use the Remove From List feature to get rid of useless list items on lookups If you want to remove an item from a lookup list, right click on it and click Remove From List. 14. Increase/decrease column width of SmartList Navigation pane In order to view full descriptions of SmartLists, right click anywhere on left side of divider line and select Increase Width/Decrease Width. 15. Easily switch between GP company databases Click on bottom left Company name within GP to get Company Login window to potentially login to a different company. 16. Make required field stand out by making them bold/italic/red. On GP home screen, click User Preferences on the left navigation pane. Click the Display button and change under required fields to have font color red and the font style bold italic. Click Apply. ***Changes won t take effect until the next time you login into GP*** 17. Want to change your password from password to something else? This can be changed within User Preferences as well. On GP home screen, click User Preferences on the left navigation pane then click the Password button. Financial 18. Manage financial recurring batches by clearing GL amount Set recurring batch amounts to zero after posting. Within batch entry screen, check the option Clear Recurring Amounts. 19. Clean lookups by removing inactive accounts from lookups Setup a SmartList favorite that lists accounts with active status. Within account lookup window, click the arrow at the top left above the account number window>>then click Favorites>>click your favorite SmartList created in first step to filter only active accounts. 20. Improve consistency by copying GL distribution references Enter first GL distribution reference, select CTRL +C to copy and click down arrow to get to next distribution line. Click CTRL + V to paste.

3 21. Use Advanced Interfund to know how much each company owes each other If you currently don t have this functionality please contact Chris Saad csaad@ewsgroup.com 22. Leverage Account Rollups to get a quick glance of consolidated receivable GLs Account Rollups allow groupings of accounts for quick top level views. To create an Account Rollup navigate to Inquiry>>Financial>>Account Rollup. Type in an Option ID and click Modify. Change segment dropdown to Main. Type in your main segment receivables account, for example within the From and To fields. Click insert. Click Save. Within the Account Rollup Inquiry window at the tip right, select Period Balances and then click Redisplay. You can then select a period and click the column heading hyperlink to drill down into the individual account detail. 23. Control your sub-ledger GL accounts by unchecking the Allow Account Entry option on the GL Account Maintenance window. Navigate to Financial>>Cards>>Account. Select a control GL Account (Receivables/Payables/Cash). Uncheck option Allow Account Entry. Click Save. This will prohibit users from accidentally creating entries to these accounts outside of their sub-ledgers. 24. Export GL Trial Balance to csv format so that your report can be opened with Microsoft Excel Bean counters like to look and play with numbers in Microsoft Excel. To export the GL trial balance to Microsoft Excel, within the Trial Balance Report Options window click the Destination button at the bottom right. Check the File option. Click the folder icon within the File Name field to bring up Save dialog window. Select a destination to save the csv file. Change the file format from Text File to Comma-delimited file. Click OK. Click Print. Next, open Microsoft Excel. Within Excel click File>> Open and navigate to where you saved the csv file. You might have to change the bottom right dropdown from Excel Files to All Files in order for the csv file to display. Click Open. The Text Import Wizard screen displays. Click Next. Under Delimiters, uncheck Tab and check Comma. Click Next. Click Finish. 25. Use the SRS GL Trial Balance for another option when needing to export to Microsoft Excel. SRS keeps most of the formatting when the report is exported. If SRS reports are installed on your system you can run the SRS GL Trial Balance by navigating to Financial and on left navigation pane click Reporting Services Reports and then double click on a report to run it. 26. Speed up Checkbook inquiry by first entering a date range and then selecting a checkbook. With the amount of records going through a checkbook the inquiry performance can be effected. Within the Checkbook inquiry prior to selecting a checkbook, enter a date range first and then select a checkbook ID. 27. Use the Order by GL Report to slice and dice order transactional data View all distributions on an order for AR and AP all in one view. If this SmartList is installed it can be viewed in SmartList>>Financial>>GL by Order Number. ***If you don t have this listed please contact support and they will get it installed*** 28. Control closing with Mass Close Use mass close (Microsoft Dynamics GP>>Tools>>Setup>>Company>>Fiscal Periods and click the Mass

4 Close button at the bottom right. The mass close will allow you to further defined with each module what types of transactions can be entered within a period. 29. Lookup a Journal Entry Number and track it back to the source document New with GP 2013 you can now pull up JEs from historical years. Navigate to Financial>>Inquiry>>Journal Entry Inquiry. ***Remember to enter a JE number instead of hitting the lookup button or else you will be waiting and waiting *** Purchasing 30. Save time by editing 1099 transaction information New with GP 2013, 1099 information can be edited at the transaction level. Navigate to Purchasing>>Transactions>>Edit 1099 Transaction Information 31. Forgot to mark a vendor as 1099? Don t freak out there is a utility for that! Use the update 1099 information window to update the 1099 information for a vendor. Navigate to Purchasing>>Utilities>>Update 1099 Information. 32. Defer expenses via Accounts Payable If you have revenue/expense deferrals installed you can defer expenses by entering an AP transaction, click the distribution button, select the expense line to defer and click additional>>deferral. 33. Prioritize vendors to control check runs and to make sure your most important vendors (such as EWS) get paid first! Within Purchasing navigate to a Vendor s card. Click the options button. Enter a Payment Priority for the vendor. We recommend using either 1, 2, 3 or A, B, C. Then within a selects check run you can use the payment priority as a filter to select which vendors get paid for that check run. 34. Use multiple restrictions during select checks process to further define payment selection Within the select checks screen you can now enter multiple selections such as Class ID, Payment Priority and Due Date with the restrictions filter 35. Setup multiple purchase expense accounts for your vendors Speed up payables entry by using default expense accounts that populate on each transaction based on the vendor card setup. To setup these default accounts navigate to Purchasing>>Cards>>Vendor. Within a specific vendor click the Accounts button. If you will always use one account for vendor enter that default GL account on the Purchases line. If you want multiple accounts to default on all of this vendor s transactions then click on the ellipsis button ( ) on the far right. 36. Speed up historical payables aging by running the new SRS historical aging report If SRS reports are installed on your system you can run the SRS Historical aging by navigating to Purchasing and on navigation pane click Reporting Services Reports>>PM Historical Aged Trial Balance by Branch. ***If this report is not listed please contact EWS Support***. 37. Use named printers to send payables checks to a specific printer Navigate to Microsoft Dynamics GP>>Tools>>Setup>>System>>Named Printers. Change the Task Series to Purchasing and select your check printer next to the Task Description of Payables Computer Checks/Cheques Printer

5 Sales 38. View a current payables aging within Microsoft Excel For the excel ninjas out there please contact EWS Support if you want access to this excel report 39. Pay an invoice at the same time as the invoice entered New to GP 2013 R2 (ATIP ) the payment fields on the Payables Transaction Screens have been enabled. As you are entering your payables transaction you can select to pay the invoice by cash/check/credit card. 40. Use GP credit card functionality and still be able to track vendor activity To setup a credit card navigate to Microsoft Dynamics GP>>Tools>>Setup>>Company>>Credit Cards. Enter a credit card id and check Used by Company. Enter the MSS Branch code to be associated to this credit card. ***The Vendor ID has to have their accounts payable GL account set to the GL payables account of the MSS Branch Code***. Once this setup is complete you can then use the credit card to pay vendor invoices which then transfers the paid amount to an invoice under the credit card Vendor. 41. Use the MSS AP Auto Apply to auto apply transactions at the order level Navigate to Purchasing>> Transactions>>MSS AP Auto Apply. This will apply all open credit/payments to open invoices per selected vendor(s)/vendor class(es) at the order level. 42. Use MSS Auto Apply to apply at the order number level Navigate to Sales>>Transactions>>MSS AR Auto Apply. This will apply all open credit/payments to open invoices per selected customer(s)/customer class(es) at the order level. ***You will want to process your Van Line customer number(s) separately to take advantage of applying at MSS Server Code***. 43. Use the SRS Historical aging for quicker results If SRS reports are installed on your system you can run the SRS Historical aging by navigating to Sales and on navigation pane click Reporting Services Reports>>RM Historical Aged Trial Balance by Branch. ***If this report is not listed please contact EWS Support***. 44. Speed up MSS Auto Apply and receivables reporting with Paid Transaction Removal Paid transaction removal moves fully applied documents from the Open Status to History. This process does not delete any data. To run this process go to Sales>>Routines>>Paid Transaction Removal. We recommend using cutoff dates of at least 3 months prior since any documents moved to history cannot be voided. 45. View your current receivables aging with Microsoft Excel. Please contact EWS Support if you want access to this excel report.

6 Reporting 46. Improve SmartList search with search type Use the search type setting to match on 1 or more search definitions. Within SmartList Search at the bottom right of the window change the dropdown from Match All to Match 1 or More. For example, if you wanted a list of all customers that are located in Colorado or Nevada you would do 2 filters; one for each state. 47. Speed up SmartList exports to Excel with a Dex.ini setting Navigate to your Dex.ini file - typically C:\Program Files (x86)\microsoft Dynamics\GP2013\Data\. At the end of the file add SmartlistEnhancedExcelExport=TRUE. Click Save. The next time you export a SmartList to Microsoft Excel it should be significantly faster. Support/Miscellaneous 48. Use process monitor to see what processes are still running with Dynamics GP If you are not sure if Dynamics GP is still processing, check the process monitor to see if there are any background processes that have not completed. The process monitor is located at Microsoft Dynamics GP>>Process Monitor. 49. Do you have the need to modify or combine GL account numbers? There is a free utility within the Professional Tools library that will modify/combine account(s) and also changes the accounts within the sub-ledgers. Please view Microsoft s manual for assistance on installing and using this tool Tired of sending out checks less than a certain amount? Use the professional services tool PM Minimum check to set a minimum check account. Please view Microsoft s manual for assistance on installing and using this tool - 0A902A2D42C2/ProfServicesToolsLibrary.pdf