When a user posts an individual transaction in GP, that transaction will likely display in the Financial Series Post, saved to a batch with an odd, automated ID. These IDs are auto-created by Dynamics GP & are based on the source document / originating module from which the transaction was posted. Generally, the first 2-3 characters of the these Batch IDs are based on the module, with 3 or so more characters to identify the transaction type. this is or course followed by a numeric counter.
If one reviews the Source Document listing in GP, that will generally tell them what all the abbreviations represent. For those more technical, source documents can be found in SY00900 in the database.
Below, I have listed a number of the more common prefixes to an automated Batch ID and have noted the module which they represent.
|POP||Purchase Order Processing|
|RMA||Return Materials Authorization|
|SOP||Sales Order Processing|
Many companies have a need to grant Dynamics GP users access to a window, but not all functionality within that window. For example, many clients will want users to be able to input invoices, but not post them individually. Instead, they will force users to save invoice transactions to a batch such that a manager can review the source documents and post. An easy way to achieve this is through Field Level Security which allows the Dynamics GP admin to restrict user access to singular buttons within a window (such as the Post button).
To configure Field Level Security, navigate to Microsoft Dynamics GP > Tools > Setup > System > Field Level Security
This will open up the Field Level Security window. Within the window, select Add to create a new restriction.
This will open the Field Security Maintenance window wherein one defines a the window and field to restrict. Within this window, enter an ID and Description for the restriction. Then select the Product Name, Form Name, Window Name & Field Name using the look-ups within the window.
This will open the Resource Explorer window that makes finding & selecting the appropriate window and field much easier. All windows are organized by module & then alphabetically. Once a window is selected, all fields within that window will display alphabetically as well. Select the appropriate window and field & select OK.
Back in the Field Level Security window, one can now select Users & Companies to which the restriction should apply. Then, select the Field Security ID created to apply to the user / company combination. Once complete, select Apply & the restrictions will instantly be in place for the users.
Setting up EFT (Electronic Funds Transfer) to make payments within Dynamics GP 2010 is a useful feature many clients aspire to take advantage of. As with any organization from a small to large scale, manually writing cheques to make vendor payments is both time consuming and not efficient. As such, Microsoft has made the EFT process easily accessible for setup and processing to save time and make payments easier. Setting up and generating EFT at a high level requires the following setup within GP:
- Specifying a file format for EFT Files (The file format to follow is provided to you by your financial institution and defines a layout of the file GP will produce to eventually upload to your online banking website
- Setting up vendor cards and chequebooks in GP (This is completed within the Purchasing Module in GP and involves specifying specific banking details to transfer EFT Payments to)
- Entering and posting payables transactions in GP representing payments to be made to specific vendors
- Conducting an “EFT Run” similar to a “Cheque Run” in GP. This involves specifying which transactions to include in the EFT payment
- Once completed, users can generate an EFT file for upload to their financial institution
Important Notes for EFT Setup:
- EFT setup in GP requires minimal interaction with your financial institution (Certain setup instructions are provided by them and require tests before activation)
- Multiple chequebooks can be setup for EFT processing within GP (Note: Financial institutions generally charge service fees based on the number of accounts with EFT processing enabled)
- GP 2010 allows users to print and keep records of all payment remittances
By: Praveen Parameshwaran, Application Specialist, WebSan Solutions Inc, a Microsoft Dynamics GP Partner and 2013 Canadian Channel Elite Awards Finalist
Andrew King, Managing Director at WebSan Solutions shares 10 different tips and tricks about Microsoft Dynamics GP. Watch the following video to learn more:
WebSan Solutions offers an online (SaaS) hosted-enterprise business software solution, leveraging the vast capabilities of Microsoft Dynamics GP. For more information, please contact us.
Project Accounting connects project activities with company financials and provides extensive reporting capabilities. Watch the following video to learn about invoicing, posting costs from Purchasing as well as timesheets and revenue recognition:
WebSan Solutions offers an online (SaaS) hosted-enterprise business software solution, leveraging the vast capabilities of Microsoft Dynamics GP. If you are interested in GP Project Accounting, please contact us for more information.
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In October 2009 I wrote a blog about using Checklists in GP. I find this blog is still useful today as I have clients wherein turnover has forced the need to document processes within the system. Checklist are the perfect tool to allow these processes to be documented. See my blog below:
Lots of us make checklists for a variety of tasks from grocery shopping to complex projects. Microsoft Dynamics GP offers built in checklists in the Routines section of every module that can help walk users through a diverse range of topics.
Once you have accessed the appropriate Checklists window, ensure the frequency is appropriate for the checklist you are about to create. Click Add to create a link to a Microsoft Dynamics GP window. Name the checklist item & select the appropriate in the Command (Dynamics GP window). Once your list is complete, order the items appropriately by using the Up & Down buttons. Now every time a user performs this particular task, all they are required to do is click the checklist item in order & populate the fields with new data.
Checklists are particularily beneficial when turnover is an issue or roles require extensive training. Two tasks I recommend clients create checklists for are performing payroll & completing year-end. Mistakes made performing either of these functions can have wide-reaching effects. In my next blog, I will cover a few tasks that should be on your year-end checklist.
Dynamics GP allows users to enter invoices through a number of different methods. When first accessing the invoicing windows in GP, users will often encounter a system alert warning them of the fact that they have multiple windows with which to enter the data. Without intervention, this warning will always appear for users moving forward.
To get rid of this warning, run your GP Utilities (from your Start menu). In the Additional Tasks window, select the ‘Remove SOP and Invoicing message’. Proceed to uncheck ‘Warn in Sales Order Processing’ & ‘Warn in Invoicing’. When complete, the warning will be gone forever.
Many times, usually around month-end, I will get a call from a client that has a mis-match between their sub-ledger balance & their General Ledger. The first thing I will ask them is whether or not all batches in their Financial Series Post are posted. You can see from the screenshot below that GP will automatically create a number of batches in the Financial module after transactions have been posted in the Sales or Purchasing modules. Company configurations can vary, however, in general, a transaction posted individually in a subsidiary ledger will have to also be verified & posted in the Financial Series Post before it will affect the GL. Most transactions that are saved in the Financial Series Post have already affect the appropriate sub-ledger but NOT the General Ledger.
I advise clients to clear out all entries in the Financial Series Post daily to ensure accurate reporting and to be able to deal with any issues as they arise.