Batch & Document Management. User Guide

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1 Batch & Document Management User Guide Version 9.18 Last Updated: November 2009

2 Table of Contents Overview 4 Introduction 4 Summary of Features 4 Key Benefits 5 Installation / Upgrade / Security 6 System Requirements 6 Microsoft Dynamics GP 6 NET Framework Installer File 6 User Access Control 6 Installation 7 Create / Upgrade Tables 7 M4 Batch & Document Lookups - Registration 8 M4 BDL Setup Options Window 9 Posting Control 9 Documents with Negative Sign 10 Upgrade/Uninstall 10 Uninstall 10 Upgrade 11 Setting Security 11 Alternate Dynamics GP Windows Security 13 Sales (SOP & RM) 16 BDL Attachments 16 Sales Transaction by Customer / Debtor 17 Sales Order Processing Documents Window 19 Purchasing (POP & PM) 21 BDL Attachments 21 Transaction by Supplier (Creditor) 21 Purchase Order Processing Documents Window 23 Financial (GL) 26 BDL Attachments 26 General Ledger Detail Enquiry 26 Batch Contents 29 Posting Control 29 Page 2 of 38 Version 9.18; Updated: November 2009

3 Using SOP Document Lookup Window 29 Sales Batches 30 Receivable Batches 31 Using POP Invoice/Receive Lookup Window 32 Purchasing Batches 32 Payables Batches 33 Inventory Batch Contents 34 GL Batches 36 APPENDIX A: Manual Install/Uninstall 37 Manual Installation 37 Manual Uninstall 37 Contact 38 Page 3 of 38 Version 9.18; Updated: November 2009

4 Overview Introduction The Batch and Document Lookups (BDL) add-on module for Microsoft Dynamics GP (formerly Great Plains) is the result of many years experience working with end-users of this type of business software. It has been developed specifically to improve user productivity, thereby driving significant added value from the GP system. The standard enquiry windows within Dynamics GP or Great Plains are not ideal for users dealing with large volumes of documents and batches, and in our experience they cause frustration for users. M4 Batch and Document Lookups replace most of the standard enquiry windows throughout the system with much improved windows without affecting the underlying data in any way. Instead of displaying transactions across multiple lines, transactions are displayed on a single line, with the added ability to easily sort, select and restrict by any column. Users also have the ability to define which columns are relevant to them, which order they want to see them and how wide they want them to be. These capabilities (plus many others, including Batch Contents windows) significantly increases user productivity especially for ledger clerks dealing with, and reconciling, large volumes of transactions. Summary of Features Suitable for all versions (7 plus) of Great Plains / Dynamics GP Written in Dexterity the same language as rest of system Easy to install and configure No risk to existing data, set-up or processing logic as BDL only performs enquiries Enables users to easily find and manage all types of documents throughout the system, particularly useful for Accounts Receivable and Payable Users may define views and preferences Applies highly refined sorting and selection criteria Single Line per document (multiple Lines can be difficult for users to quickly assimilate) Instant single-click sorting Ascending or Descending on any column Default newest documents first Instant Alpha or Numeric or Date search on any column Exclude Voided documents option Option to show last 30, 60, 90, 365 days Export to Excel for all or selected columns Page 4 of 38 Version 9.18; Updated: November 2009

5 Intuitive Double click drill down to document Instant single-click Summary showing totals and aging for the relevant supplier or customer Drill Back from Batches to relevant documents within that batch, currently the system takes you to a blank transaction entry screen Enquiries and Lookups are enhanced in numerous other areas, such as SOP, POP and GL Single click drill down to display documents inside a batch Improved management of documents within a batch New posting control option posting permissions can be controlled from the BDL set-up screen for different users; this is much quicker than going into the general Dynamics GP set-up New column display option click and drag on the edge of the column to alter column display width New document attaching feature - BDL Attachments Key Benefits Dramatically increases productivity of GP users, especially those working with high volumes of payables or receivables transactions Improves control and management, empowers accounts and audit staff Reduces errors Improves customer and suppliers relationships by enabling queries and reconciliations to be dealt with rapidly The small incremental outlay for this module yields a greater overall return on your software investment Page 5 of 38 Version 9.18; Updated: November 2009

6 Installation / Upgrade / Security System Requirements Before installing Batch and Document Management, there are some prerequisites that you must check. The following points describe software requirements and additional steps to perform before installing Batch and Document Management. Microsoft Dynamics GP Batch and Document Management v9.1.x has been designed to work with Dynamics GP v9.0. Microsoft Dynamics GP v9.0 must be installed on the machine. Also, if using BDL attachments functionality, VS Tools Runtime must be installed for GP9. NET Framework 2.0 M4 Batch & Document Lookups v9.1.x Setup (.exe) is a.net 2.0 windows application and it will require the.net Framework 2.0 to be installed on the local machine (It is also possible to install this product using just a chunk file - see Appendix A). Installer File The installer file M4 Batch & Document Lookups v9.1.x Setup.exe needs to be placed locally on the computer running Dynamics GPv9.0. This file can NOT be run from a network shared location User Access Control The installer is designed to be run as user with administrator s rights. If UAC is enabled on the Windows Server 2008 server, Windows 7 or on Vista, admin approval message will appear. For non-admin users installer will prompt for Administrator password: For Windows 7 if UAC is not on, warning message will appear for user without administrator s rights: Page 6 of 38 Version 9.18; Updated: November 2009

7 Installation Note: Ensure you have a full backup of the DYNAMICS database and all Company databases that are to use M4 Batch and Documents Management. 1. Double click the M4 Batch & Document Lookups v9.1.x Setup.exe file to start the installation. Note: If using OS with User Access Control, click on allow. 2. When the installation wizard window appears, click Next. 3. Click Install to begin the installation. 4. Click Finish to close the installation wizard. 5. Launch Dynamics GP and select Yes to include new code. 6. Log in as sa and select any company. Create / Upgrade Tables 7. Once logged into Dynamics GP, the Create/Upgrade Tables Window will appear. Page 7 of 38 Version 9.18; Updated: November 2009

8 8. Select the companies you wish to install this product for and click on process. Click on the Tick box on the Select column to select all companies at once. 9. When the process finishes, you will see the message Finished successfully on the Create/Upgrade Tables screen (shown below). Note: If you are upgrading M4 Batch & Document Lookups to a newer version, please notice the Product Version and Build fields will be set to the new release version. 10. Close the window. M4 Batch & Document Lookups - Registration In Microsoft Dynamics GP, the BDL Setup and Registration window can be found under: Microsoft Dynamics GP >> Tools >> M4BDL Setup Enter the registration key to activate the product. Temporary keys are available for trialling a test installation. A permanent key must be purchased for use with any live systems. On the Registration window verify that the correct version has been installed, this can be seen on the Version No and Build No fields. For the purpose of this guide Version No should be 9.1 and Build No should be 8, also if using BDL attachments version should be (shown below). Page 8 of 38 Version 9.18; Updated: November 2009

9 Enter registration keys. You can test the product in GP Test Company (Two Inc.). A permanent key must be purchased for use with any live systems. If you have any issues with keys or registration or the product please call M4 Systems on M4 BDL Setup Options Window Posting Control In the M4 Batch & Document Lookups Setup window the Posting Control utility can be enabled. When Posting Control is activated, it does not allow to the same user to Save and Post the same Batch. If one user saves a batch, a different user must post the batch. When user want to post a saved batch a popup will appear: Posting control can be setup for: Financial, Purchasing, Sales and Inventory series, and once set is the same for all GP companies. On the product registration screen: SA Password need to be setup Excel number format is set by default Page 9 of 38 Version 9.18; Updated: November 2009

10 Documents with Negative Sign For Sales and Purchasing GP Series, setting up documents that will have negative amounts in Excel files, which can be created from the windows RM_Transaction_Inquiry and PM_Transaction_Inquiry. Beside Original Transaction Amount, Current Transaction Amount is also being exported with negative sign, if that is how it is set in the Setup; this refers to export in windows Payables Transaction Enquiry and Receivables Transaction Enquiry. Note: Attachments to related GP Documents folder is stored inside SQL database. Upgrade/Uninstall Uninstall 1. Batch and Document Management creates and works with SQL tables within Dynamics GP Company Databases. Please BACKUP the DYNAMICS database and all Company databases that are using Batch and Document Management, before any changes to the product are to be performed. 2. To uninstall Batch and Document Management double click on the M4 Batch & Document Lookups v9.1.x Setup.exe file located locally in C:\Program Files\Microsoft Dynamics \GP\M4system. Page 10 of 38 Version 9.18; Updated: November 2009

11 IMPORTANT: To unistall Batch and Document Management the above file MUST be used 3. In the Batch & Document Lookups window click on Uninstall. This will remove the product from the Dynamics GP application. Upgrade 1. Run the new Batch & Document Lookups v9.1.x _Setup.exe file provided. 2. Follow the instructions from the Installation section. Setting Security User access is defined through BDL setup window. To give specific access to users, use: Tools >> Setup >> System >> Advanced Security For selected user ID (Default user): Page 11 of 38 Version 9.18; Updated: November 2009

12 Expand Dictionary: M4 Batch& Document Lookups If not setup, give users access to: Check M4 Batch& Document Lookups for every form Page 12 of 38 Version 9.18; Updated: November 2009

13 Also check settings for Forms M4 BDL need to be checked: Sales >> Payables Trn Enquiry Creditor Purchasing >> Purchase Orders Financial >> Financial Detail Enquiry Financial >> Batches Purchasing >>Purchasing Batch Entry Purchasing >>Payables Batch Entry Inventory >>Inventory Batch Entry Enquiry >> Sales >> Rec Trn Enquiry Enquiry >> Financial >> Detail Enquiry >> purchasing >> Trn by Creditor Alternate Dynamics GP Windows Security For all users (Tools>>Setup>>System>>Security) or User Classes (Tools>>Setup>>System>>User Classes), select appropriate companies. For every Company that will use the module, security must be set up (this is set for Test company, but need to be set for any other GP company) Page 13 of 38 Version 9.18; Updated: November 2009

14 Product: Type: Series: Click on Mark All M4 Batch & Document Lookups Alternate Dynamics GP Windows Sales Change Series to: Purchasing, Financial, Inventory. Also click Mark All alternate windows. To give or revoke access to certain M4 BDL Windows: Type: Windows Series: Financial, Sales, Inventory, Purchasing, System Use Mark all, or select specific windows. Page 14 of 38 Version 9.18; Updated: November 2009

15 Page 15 of 38 Version 9.18; Updated: November 2009

16 Sales (SOP & RM) BDL Attachments For Sales Documents listed below, attachment files can be added: o Sales Transaction Entry o Invoice Entry o Receivables Transaction Entry o Cash Receipts Entry Also, under Debtor Maintenance Window, for every debtor now has possibility to add attachment: Page 16 of 38 Version 9.18; Updated: November 2009

17 Sales Transaction by Customer / Debtor Use this window to view unposted, posted and historical transactions for a specified customer record. Enquiry >> Sales >> Transaction by Debtor There are multiple options for filtering and sorting the documents. The instructions on the following page refer to the screenshot below Use the arrows to sort in descending or ascending order Restrict the view to show only documents from the last 30, 60, 90 or 365 days simply tick the corresponding box. Summary view shows totals and ageing amounts To Exclude Voided documents from the view click on Voided. Include or exclude Work, Open or History documents by tick or un-tick the appropriate boxes. In the main enquiry windows the default view is a single line per document which we feel is much easier to assimilate than multiple lines, there is still the option to use the show/hide button to display two lines per document. Click on the Sort button above any column to sort by that field. For Document Date and Due Date, enter a date or use Calendar icon, than press TAB to find transaction Enter a value in the blank box above each column in order to find the closest match for that field. Export to Excel the current view, or tick Export All Columns to export the whole table. Page 17 of 38 Version 9.18; Updated: November 2009

18 For choosing Columns use set up button on the right side: o Origin Open, History, Work o Type Sales, return, Payment, Service... o Document Number o Cheque Number o Document Amount - displays the amount of the transaction that is/will be posted to the customer's account o Due Date the date when a payment to a vendor is due o Document Date the date when a document or transaction is created. o Amount Remaining o Currency - displays the currency ID of the transaction From Receivables transaction Enquiry Debtor window double click on each transaction will open Receivables Transaction Enquiry Zoom window: Page 18 of 38 Version 9.18; Updated: November 2009

19 As described for Sales Documents, use Additional menu to attach extra document. Sales Order Processing Documents Window Open Sales Transaction Entry or Sales Documents window, and click on Document No lookup button: Transactions>>Sales>>Sales Transaction Entry Inquiry >> Sales >> Sales Documents Use Document No expansion button. As per the screenshot below, documents can be easily found by clicking on the sort buttons, or by entering values into the blank boxes at the top of each column. The arrows can be used to sort in descending or ascending order For choosing the Columns to view use the Setup Columns button Fields available from the field chooser on the right side are: Type ID select column with document type (quote, order, invoice, back order, or return) on which each item was entered. Document Number selects column with the document number assigned to each document. Date selects column with document date Page 19 of 38 Version 9.18; Updated: November 2009

20 Amount select column with amounts Batch ID select column with Batch ID s Debtor ID selects column with the customer ID assigned to the document Master No There are two options for exporting data: either to click on Export to Excel on the current view for exporting selected column data, or on Export All Columns to export the whole table. Page 20 of 38 Version 9.18; Updated: November 2009

21 Purchasing (POP & PM) BDL Attachments For Purchase Documents listed below, attachment files can be added: Purchase Order Entry Receiving s Transaction Entry Purchasing Invoice Entry Payables Transaction Entry As on picture above, click on Additional Menu >> BDL Attachments and the Documents window will open. If already attached, documents will be displayed. To attach click on Ad Attach button and browse for document, select, click on open and the file is attached. Buttons for attachment change or delete are provided. Transaction by Supplier (Creditor) Use this window to view unposted, posted and historical transactions for a specified customer record. Enquiry >> Purchasing >> Transaction by Creditor There are multiple options for filtering and sorting the documents. The instructions on the following page refer to the screenshot below Use the arrows to sort in descending or ascending order Restrict the view to show only documents from the last 30, 60, 90 or 365 days simply tick the corresponding box. Page 21 of 38 Version 9.18; Updated: November 2009

22 Summary view shows totals and ageing amounts To Exclude Voided documents from the view click on Voided. Include or exclude Work, Open or History documents by tick or un-tick the appropriate boxes. In the main enquiry windows the default view is a single line per document which we feel is much easier to assimilate than multiple lines, there is still the option to use the show/hide button to display two lines per document. Click on the Sort button above any column to sort by that field. For Document Date and Due Date, enter a date or use Calendar icon, than press TAB to find transaction Enter a value in the blank box above each column in order to find the closest match for that field. Export to Excel the current view, or tick Export All Columns to export the whole table. For choosing Columns use set up button on the right side: o o o o o o o o o Origin Open, History, Work IC Document Number Type Sales, return, Payment, Service... Doc Date - the date when a document or transaction is created. Due Date the date when a payment to a vendor is due Disc Date Original Amount Voucher/Payment Number - displays the customer's purchase order number entered for this document Page 22 of 38 Version 9.18; Updated: November 2009

23 o o Unapplied Amount Currency ID - displays the currency ID of the transaction Double click on transaction will open Payable Transaction Entry Zoom window, for Invoice Or Payments Payment Zoom for Payments. On both windows, under Additional Menu >> BDL Attachments are available. Documents window will open, if already attached, documents are displayed. To attach click on Ad Attach button and browse for document, select, click on open and the file is attached. Buttons for attachment change or delete are provided. Purchase Order Processing Documents Window Open the purchase Order Entry window, and click on PO Number Lookup Transactions>>Purchasing>>Purchase Order Entry PO Number Lookup glass As per the screenshot below, documents can be easily found by clicking on the sort buttons, or by entering values into the blank boxes at the top of each column. The arrows can be used to sort in descending or ascending order For choosing the Columns to view use the Setup Columns button There are two options for exporting data: either to click on Export to Excel on the current view for exporting selected column data, or on Export All Columns to export the whole table. Page 23 of 38 Version 9.18; Updated: November 2009

24 Columns Setup Window displayes available columns: o o o o o o o Hold selects Hold chechmark column PO Number selects PO numbers column Creditttor ID selects Creditors column Date PO Total selects the total document amount column Type select documnet type column PO Status selects column with status of the purchase order. The three types of purchase order statuses that can appear in the Purchase Order Entry window are: New, Released, and Change Order. Double click on document will open the Purchase Order Entry Window. Additional menus will allow you to attach ant kind of document to this order: Page 24 of 38 Version 9.18; Updated: November 2009

25 Page 25 of 38 Version 9.18; Updated: November 2009

26 Financial (GL) BDL Attachments For GL Documents listed below, attachment files can be added: o Transaction Entry o Transaction Entry Zoom o Journal Entry Enquiry As on picture above, click on Additional Menu >> BDL Attachments and the Documents window will open. If already attached, documents will be displayed. To attach click on Ad Attach button and browse for document, select, click on open and the file is attached. Buttons for attachment change or delete are provided. General Ledger Detail Enquiry Enquiry >> Financial >> Detail Use the Detail Enquiry window to view detailed information about posted transactions during an open fiscal year. As depicted in the screenshot below, documents can be easily found by clicking on the sort buttons, or by entering values into the blank boxes at the top of each column. Page 26 of 38 Version 9.18; Updated: November 2009

27 As a first step, use lookup button to select account. After Year is selected account Balance for that year will be displayed. You can use the Choose date by selecting From/To period arrows to sort in ascending or descending order Choose Source Document can be all or filtered by From/To Choose Currency for all currencies or select From/To For custom view use Columns Setup button Available columns are: Date Journal Entry selects the journal entry column with number assigned to each transaction within the selected range. An asterisk that appears before a journal entry number indicates a voided transaction. Debit selects the debit amount column posted to the selected accounts Credit selects the credit amount column posted to the selected accounts Source Doc selects column with the source documents that were assigned to each transaction Orig Master ID selects the column with creditor IDs Orig Doc No - select column with the receipts number for the transactions Orig Control No select column with the number of a cash, check, or credit card payment. Currency ID selects column with currency IDs Page 27 of 38 Version 9.18; Updated: November 2009

28 Audit trial code selects column with audit trail code assigned at posting to each transaction within the selected range. Description selects column with the account description Reference select column with the references assigned to each transaction within the selected range. You can Export to Excel the current view, or tick on Export All Columns to export the whole table. Page 28 of 38 Version 9.18; Updated: November 2009

29 Batch Contents Posting Control When the user creates transaction, saves it into batch and tries to post the batch, posting control is not allowing it the warning messages appears: Save and Post User can not be the same! From the setup window, this is under control. In this case, if Posting Control for sales is unchecked, the same user can save documents in the batch and then post it. This works in the same manner for Financial, Purchasing and Inventory Batches. Using SOP Document Lookup Window For all batches throughout the system we have added an extra Batch Contents button that allows a user to view the documents within a batch. Only documents related to that batch will be displayed with the standard Great Plains windows this is not possible. Page 29 of 38 Version 9.18; Updated: November 2009

30 Sales Batches Transaction >>Sales >>Sales Batches Batch Contents are displayed in a sort-enabled window with drill-down functionality allowing the user to view the individual documents: All data can be sorted and selected easily by clicking the arrows at the top of each column (Document number, Debtor ID, Total, Date ). By clicking on the Lookup button, you will see list of all batches, again with arrows for sorting ascending and descending. Page 30 of 38 Version 9.18; Updated: November 2009

31 Double-click the selected line to drill back to the document. Double click on document will open Sales Transaction Entry window. While Sales Transaction Entry window is open, as explained before, under Additional menu, BDL Attachments functionality can be used to attach document. From Batch Entry window, using New Transaction button it is easy to add a new Sales Document. Receivable Batches Go to Transaction >> Sales >> Receivable Batches Page 31 of 38 Version 9.18; Updated: November 2009

32 Double click on document will open Receivable Transaction Window. Use Extras >> Additional from toolbar to add attachment to the document Using POP Invoice/Receive Lookup Window Purchasing Batches Transactions >> Purchasing >> Purchasing Batches In the Purchasing Batch Entry window choose Batch ID, and click on Batch Contents button. POP Invoice Lookup window will open. Page 32 of 38 Version 9.18; Updated: November 2009

33 By double-click on the Receipt Number, Purchase Invoice Entry for that Receipt will open: Payables Batches Transactions >> Purchasing >> Batches In the Payable Batch Entry window choose Batch ID, and click on Batch Contents button. POP Invoice Lookup window will open. By double-click on the Receipt Number, Purchase Invoice Entry for that Receipt will open: Page 33 of 38 Version 9.18; Updated: November 2009

34 Under Batch Contents choose transaction, open it and use BDL Attachments functionality: Inventory Batch Contents Similar procedure like described earlier can be used for Inventory Batch Entry: Transactions >> Inventory >> Batches In the Inventory Batch Entry window choose Batch ID, and click on Batch Contents button. Depending on Batch type, IV Transaction/ IV Assembly/ IV Transfer Lookup window will open. Page 34 of 38 Version 9.18; Updated: November 2009

35 By double-click on the Document Number, Item transaction Entry for that Receipt will open: Page 35 of 38 Version 9.18; Updated: November 2009

36 GL Batches Similar procedure like described earlier can be used for GL Batches, both for General Entry and Clearing Entry: Transactions >> Financial >> Batches In Batch Entry window choose Batch ID, and click on Batch Contents button. GL General Lookup window will open: By double-click on the Journal Entry, Transaction Entry will open: Page 36 of 38 Version 9.18; Updated: November 2009

37 APPENDIX A: Manual Install/Uninstall Manual Installation To manually install Batch and Document Management follow the steps below: 1. Backup Dynamics.set file 2. Copy the software code (.cnk file) into Dynamics GP client directory 3. Launch Dynamics GP and accept new code. Manual Uninstall To manually uninstall Batch and Document Management follow the steps below: 1. Make a copy of Dynamics.set file and then manually edit as follows: 2. Decrease the number of installed components by one. 3. Remove the lines containing: 3030 M4 Batch & Document Lookups 4. Remove the 3 lines containing (path may vary): :C:Program Files/Microsoft Business Solutions/Great Plains/M4BL3030.DIC :C:Program Files/Microsoft Business Solutions/Great Plains/M43030F.DIC :C:Program Files/Microsoft Business Solutions/Great Plains/M43030R.DIC Remove dll files named: Application.M4BatchDocumentLookups.dll from GP folder BDLAttachmentsGP9.dll from GP AddIns folder M43030.dic file from GP directory Page 37 of 38 Version 9.18; Updated: November 2009

38 Contact M4 Systems Ltd Tredomen Business and Technology Centre Ystrad Mynach Hengoed CF82 7FN United Kingdom Support Tel: +44 (0) Main Tel: +44 (0) Fax: +44 (0) web: Page 38 of 38 Version 9.18; Updated: November 2009

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