“Corporate Accounts Payable, Nina speaking, just a moment.” If you’ve ever seen Office Space, you know how annoying THAT person can be. What if your system did that same thing?
Dynamics has a small quirk that can annoying to those in Accounts Receivable. Since invoices can be entered in multiple windows. Both the Sales Transaction Entry & the Invoice Entry windows perform the same essential function of populating sales invoices. As such, Dynamics warns users when entering these windows. Well, that warning can become annoying after viewing it for the 463rd time. 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, your little annoying warning will be gone forever.
Everyone is different. The same goes for clients, who often asked me how to modify aging periods. Most Dynamics GP users stick with the standard 30/60/90 day aging periods for both receivables & payables. However, many businesses have the requirement to insert a 45-day break into the aging process. This is a two-step process wherein users often forget the second step.
Begin in the Setup menu, selecting either Purchasing & then Payable or Sales & then Receivables. You will find the ability to add up to a total of seven aging periods. One can adjust aging periods here as desired. The second (and more difficult) part of the process involves modifying your reports. Standard GP reports only display four aging periods. If your company inserts a fifth period, the last period will populate with the report but will not be printed. If you have experience in Report Writer, you should be comfortable changing the necessary layouts. If not, try contacting WebSan. We are experienced in helping companies with this very issue.
If you are currently running on Microsoft Dynamics GP Version 9 you may be fighting with the decision to upgrade to Version 10. There are some great arguments to why you should upgrade to the newer system but those upgrades may not be worth your time and money expense.
The first thing users want to know is: How does it look? Current users won’t waste time becoming familiar with the layout because the Home Page & Toolbars are reminiscent of Version 9. Differences will be noticed in the address bar, status bar & navigation buttons.
The newest version of GP makes it really easy for all users to locate windows using the navigation buttons. The navigation buttons allow for faster & more direct access to different windows. These come in handy when trying to find the location of an unknown window, allowing the user to look through the directory path instead of clicking through multiple screens.
The introduction of Action Panes further streamline business processes. These allow users to preview & filter data without the need to open multiple windows. For role specific tasks this feature will greatly speed up routine procedures.
Managers now have greater ability to review the outlook of the organization in greater detail. With Microsoft Dynamics GP 10, budgeting has become more flexible & now allows the user to budget for multiple fiscal years, integrating budgets from various business units.
Overall, Version 10 has 120 new features to help your business run smoother. To view the current version of Dynamics GP you are running, select Help > About on any of the user screens. If you require assistance, WebSan has experience assisting clients with upgrades. Contact us for more information.
There is a reason we put pictures of loved ones on our desks … we like things our own way. No matter how small the tweak, we all like being individuals. Dynamics GP has some great features to let users view & access information how they want. From one’s homepage, users can access an invoicing screen by selecting Transactions & then Sales at the top of the window or they can select to view the Sales module from the bottom left corner of the screen.
Users should also check out the User Preferences screen under the Microsoft Dynamics GP heading at the top of the screen. Accounts Receivable will love being able to have invoices automatically selected when they enter the Sales Transaction Entry screen. Users can also modify text to display in various colours & styles. Feel free to make your link fields display as Pink if you like, its all up to you!
User Preferences Screen
Home sweet home! It’s a beautiful place. Its where we feel most comfortable & spend most of our time. The same can (& should!) be said about your ERP. The homepage in Dynamics GP has access to everything you need in the click of a button.
Managers are always interested in quick easy access to reports. The Dynamics GP homepage offers various metrics to the user the second they log in. Click on the pencil icon to the right of the word Metrics on your desktop to modify what metrics will display. Although there are dozens to choose from, my fav five are:
- Top 5 Customers by YTD Sales
- Top 10 Items by Sales Amount for the Past 30 Days
- Receivables Aging
- Payables Aging
- Gross Profit for the Past 12 Months
Scroll through your metrics using the < & > keys for instant access to the reports you desire.
Try these other tips to help make your homepage a one-stop shop for all your GP needs:
Right click on the navy blue banner at the top of the screen to create graphical shortcuts
- Click on the pencil icon to the right of the Quick Links heading for one-click access to your favourite windows
- Click the ‘Customize this page …’ button to change layout of your homepage
- Select the following icon to add or remove windows from your desktop & even configure shortcuts:
Dynamics GP Homepage
I wanted to take an opportunity to discuss an article I recently wrote for our monthly WebSan newsletter. The article discusses utilizing mobile devices to access one’s ERP system. Since mobile devices have become so common, software companies have made great efforts to make their systems available on these devices.
Here is a quick excerpt:
Salespeople by nature are always away from the office. As such, most CRM applications are also now available on mobile devices. When combined with the ability to view data straight from ones ERP, salespeople are enabled to make the best offer to the customer in order to win business. Salespeople can view real-time data on extended pricing, sales history & quantities on hand help make their pitch. The ability to view unpaid invoices, credit limits & payment information can help resolve disputes. And by viewing inventory data on size, weight or other user-defined information, one can help solve the customer’s complex purchasing needs. All while taking less time to fill out papers & allowing more time to be spent selling product.
Part two can be found in our next newsletter & discusses many of the benefits that can be derived from everyday business professional using mobile technologies. Visit our website to sign up for our monthly newsletter containing new articles every edition.
In my last entry, I discussed downloading the latest Service Pack from CustomerSource. Since then, I have had people asking me, how to I access CustomerSource & what is it? So I thought I would provide a little more insight on your new best friend.
Like any best friend, CustomerSource is available 24/7 (although you have to bribe Microsoft by getting on a service plan). Loaded with tools & information, it can help you increase efficiency & productivity. How? Well, the many self-help resources such as Knowledge Base, technical documentation and access to online training are a good start. CustomerSource is also a one-stop resource for access to news & information to help you maintain your business management solution. Pay CustomerSource a visit at https://mbs.microsoft.com/customersource/
My favourite section for new users is E-Learning. Browse the hundreds of training programs available (did I mention they were free!). Become a Dynamics GP expert. Or try one your hand at one of the many other products training is provided for. Maybe it’ll help you solve that one problem that no one in the office can figure out. Then you’ll have even more friends!
Don’t miss out! Last week, Microsoft released Service Pack 4 for Dynamics GP 10.0. The lastest Service Pack contains a long list of fixes, reaching almost every GP module. Updates in Service Pack 1, 2 and 3 are included in Service Pack 4. For GP 10.0 customers, Service Packs require the modified forms and reports to be updated using GP Utilities.
As always, services packs & patches can be downloaded from CustomerSource (https://mbs.microsoft.com/customersource/). CustomerSource also includes detailed instructions on installation & features, however, please test your system prior to implementation. Of importance to our Canadian customers, the latest tax patch should now be installed in order to account for changes in CPP & EI deduction maximums. If you missed the boat, please give us a call! WebSan is one of only a few Dynamics Partners in all of Canada certified in Payroll.
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This blog will feature posts about the latest ways to get the most out of your enterprise system and how to leverage a WMS to improve warehouse operations plus much more! Check back often for updates, there is also a RSS feed you can subscribe to for your convenience!