Dynamics GP (102)
Earlier this week, I talked about annoying configuration that can be found in Dynamics GP. I tried to show that users don’t have to be annoyed because they are the ones that control what the system does.
A similar situation exists in Business Portal. Recently, I was watching a client access Business Portal & every time they entered the system; they had to change the Company ID. I explained to them that this is easily configurable in the system.
To set your default company, select the Welcome drop-down menu from the top right corner of the screen while in Business Portal. Select My Business Portal Settings & adjust your default company as desired.
Take a penny; leave a penny. I think these are the greatest invention. Personally, I don’t carry change. When offered 2 cents change, I usually tell the clerk to keep it. The only time this comes back to hurt me is when I’m short a cent or two. That’s where the beauty of the ‘take a penny; leave a penny’ system shines. It helps people avoid breaking a bill only to receive a bunch of coins.
The worlds of ERP & accounting have their own ‘take a penny; leave a penny’ jar. Writing-off immaterial amounts of money is a common practice that occurs when small over or under payments are made. To access the Write Off Documents window in Dynamics GP, look in the Sales Routines. This window will create debit or credit memos that are then posted & applied to the documents you’re writing off.
Using this window is fairly simple for most novice GP users. Select the Write-off Type, Write-off Limit & other restrictions as appropriate. I advise using the Preview button as it provides a listing of documents to choose from. Click Process when you are ready.
Note: This screen does factor in Maximum Write-off from the Customer & Vendor Options.
Maybe you have an inactive customer that has a very small balance remaining on their account or you accidentally underpaid a one time bill by a small amount … write-off these documents & clean up your system.
Normally, once an item is posted, it is in the system. Posting is the be-all & end-all. It is kind of like writing with pen. And let’s just say, there is a reason they invented whiteout.
Dynamics GP does have an exception to the posting rule in the form of Correcting Entries. The one caveat is that only open year General Ledger entries can be corrected.
To make a correcting entry, select Transactions > Financial > Transactions. Click the Correct button. Select an Action of:
Back Out a Journal Entry
Back Out a Journal Entry and Create a Correcting Entry
Select the appropriate journal entry to correct using the lookup feature & select OK. Remember, only general journal entries can be reversed. Review the Batch ID in the lookup window to determine if an entry is a general journal entry.
A new general journal entry should now be automatically created. Post this entry as desired. Just be sure that the fiscal period for which it is dated is still open for posting.
Last week, I wrote about the major benefits of upgrading to Version 10 of Dynamics GP. This had me thinking about future releases of GP & what they would have in store. Peering into their crystal ball, Microsoft let their Partners know what exactly they foresee for the future of Dynamics GP.
SP4 for Version 10 is the last service pack users will be seeing for a while. This is because in the second quarter of 2010, Microsoft will release Version 11 of Dynamics GP. Highlights include Role Tailored Business Intelligence & further integration with Microsoft Office. Then around 2012 or 2013, Version 12 of Dynamics GP will be released. The focus of this release will be on improving user productivity & the simplicity of the system. This is all in an effort to further target mid-market buyers of ERP software; a market Microsoft feels they have a competitive advantage in with Dynamics GP. Lastly, 5-6 years down the road, Microsoft will release Version 13. This version will have a revamped user interface as well as incorporate the next generation of Microsoft technologies, potentially a large shift for many users.
As always, if you require assistance, WebSan has years of Dynamics GP expertise & (Microsoft Certified) knowledge to help clients with both upgrades & implementations. Feel free to contact us with your support issues.
Following with the theme from my last blog, I will continue my discussion on correcting posted transactions. Both Receivables & Payables documents can have certain information edited after they have been posted. Documents can have the following four fields edited after they have been posted:
- Discount Date
- Due Date
- PO Number
To access these screens, select Edit Transaction Information under either Sales or Purchasing Transactions windows. Select the appropriate vendor or customer document to edit & make the necessary changes. This tool is handy for those that base collections, payment or other information on these details. Just ensure only the appropriate parties have access to modify this data.
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.
As a Microsoft Dynamics GP implementer, I run into a number of issues that the everyday user never sees. One such issue can occur when mass loading data, updating the system through the database (not recommended!) or just through normal business processes. Errors happen! Sometimes, the best intentions don’t go unpunished.
Why? When data is entered in GP, multiple tables are populated with the data, not just one. Everything is linked. That’s the beauty of an ERP system. But sometimes, wires cross & fixes are needed.
The Checklinks tool helps examine the links between related information, helping to restore any damaged data.
Even before problems arise, Checklinks can be used for general clean up. Be sure to make a backup of your data prior to using the functionality, just to be safe.