Dynamics GP 50 Tips in 50 Minutes

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1 Tip #1 Speed Up GL Distribution Entry Account Alias Financials Assign an Alias to Accounts. In any GL Distribution Entry window, click the arrow next to the Account Lookup button or type Ctrl+Q. 1

2 Enter the Alias and tab off the field. The Account Number for the selected Alias is automatically populated. 2

3 Tip #2 Prevent Posting to Control Accounts Allow Account Entry Financials Unmark "Allow Account Entry" in Account Maintenance. Direct entry is blocked for all transactions. 3

4 Tip #3 Streamline New Account Entry Account Segment Descriptions Financials Tools >> Setup >> Financial >> Segment Enter a Description for each Segment ID, including the Account Segment. The Account Description is populated by the Description for each of the Account Segments. 4

5 Financials Tip #4 Reinstate Account Segment Descriptions Notifications Run a SQL Script If a new Segment is entered in Account Maintenance, GP will prompt to add the Description. Yes opens the Account Segment Setup window. No allows manual entry of the Account Description. Checking "Do not display this message again" will remove the message for the user in all GP companies to which they have access. To restore the message, run this script in Query Analyzer for each GP company. Substitute the appropriate user ID for "myuserid". delete from SY01401 where USERID = 'myuserid' and codefaulttype = 13 5

6 Tip #5 Duplicate a Journal Entry Journal Entry Copy Financials To duplicate a posted Journal Entry, click the Copy button at the top of the General Ledger Transaction Entry window. Choose the Original Journal Entry Year and look up or enter the Original Journal Entry number. 6

7 The original entry is copied into the Transaction Entry window, where it is available for edit and posting. 7

8 Tip #6 Correct a Journal Entry Journal Entry Correct Financials Correct a posted Journal Entry by clicking the Correct button. Back Out a Journal Entry will reverse the original entry. Back Out a Journal Entry and Create a Correcting Entry will reverse the original entry and create a new, unposted correcting entry that can be modified and posted. 8

9 Select the Original Journal Entry Year and lookup or enter the Original Journal Entry number. GP creates an Journal Entry to back out the original entry. 9

10 Posting the backout entry creates an unposted correcting entry. The original Journal Entry is referenced on both the backout and correction. 10

11 Financials Tip #7 Link Adjustments to Originating Transactions General Ledger Transaction Matching Link related entries together. 11

12 Generate inquiries and reports as supporting documentation for research, audits, etc. 12

13 Tip #8 Identify Fiscal Periods Rename Fiscal Periods Financials In Fiscal Periods Setup, click on the Period Name for each period and enter the name or month. 13

14 Tip #9 Control Posting to Closed Periods Fiscal Period Mass Close Financials Click on the Mass Close button in Fiscal Period Setup. Choose the Series and Origin (entry window), and Periods. Click on the Closed checkbox to prevent posting to that period from the window specified. Uncheck the box to open the period for posting. 14

15 If a user attempts to make an entry to a closed period, this message will appear. The entry can be saved to a batch but cannot be posted until the period is opened. 15

16 Tip #10 Guard Against Fraud Reconcile Bank Account Daily Financials Daily reconciliation of GP bank accounts either manually or using Electronic Reconcile can help detect fraudulent activity quickly and will streamline month-end processing. 16

17 Tip #11 Expose Account Setup Errors SmartList Financials SmartList >> Financial >> Accounts Search for all Accounts with a Posting Type of Balance Sheet, and an Account Type of Posting Account. Choose to display the Account Number, Account Description, and Posting Type columns. Save the SmartList as a Favorite called Balance Sheet Accounts. 17

18 Re-sort the SmartList (decending) by Account Number to easily identify the Accounts that don't belong. Double-click on the Account to open Account Maintenance and change the Posting Type. Repeat the process for P&L Accounts. 18

19 Tip #12 Track Deferred Expenses Revenue & Expense Deferrals Financials To automate the expense posting for a prepaid expense, define a Deferral Profile that references the Cost Recognition and Deferral Account. Choose to apply the expense recognition to Payables Management transactions with a Distribution Type of PURCH. Set the Calculation Method to Equal Per Period, and the Number of Periods over which the expense is typically deferred. When a Payables Transaction is distributed to the Deferral account... 19

20 ... the associated Deferral Profile is used to allocate the expense to the appropriate periods. This can be found in the "Additional" menu on the Payables Transaction Entry Distribution window. Posting the Payable will also post the expenses in the appropriate periods. 20

21 Tip #13 Track Use Tax Credit Card Purchasing and Inventory Set up a Credit Card for each tax jurisdiction. Check Used by Company and enter the Vendor associated with the jurisdiction. Enter a Payable and let GP calculate the tax. Enter a Credit Card payment for the amount of the tax, choosing the Use Tax Credit Card for the appropriate jurisdiction. 21

22 Posting the Payable creates an open invoice for the original Vendor with the pre-tax amount and also creates an open invoice to the jurisdiction Vendor for the amount of the tax. The liabilities for both transactions post to the General Ledger. 22

23 Purchasing and Inventory Tip #14 Manage Vendor Payment Priority Payment Priority Assign Payment Priority to Vendors. Keep it simple... for example, Payment Priority 1 is for the highest priority Vendors. Filter by Payment Priority in Select Payables Checks to insure that the most important Vendors are paid first. 23

24 Purchasing and Inventory Tip #15 Combine Duplicate Vendors Vendor Combiner VENDOR1 transactions. VENDOR2 transactions. 24

25 Run Professional Services Tools Library Vendor Combiner. Indicate Vendors to combine. 25

26 VENDOR2 results. VENDOR1 results. 26

27 Tip #16 Copy a Purchase Order Purchase Order Copy Purchasing and Inventory In Purchase Order Entry, choose Actions >> Create and Copy New PO. Complete the required fields. Note that the PO can be generated for a different Vendor. 27

28 Click Preview to review and select the Items to add to the new Purchase Order. Click OK to close the window. Then click Copy to create the new Purchase Order. 28

29 Tip #17 Copy an Inventory Item Item Copy Purchasing and Inventory Enter a new item number and click Copy. Choose the Item Number to copy from. Select the attributes to copy and click Copy. 29

30 All attributes are copied to the new item. 30

31 Purchasing and Inventory Tip #18 Track Inventory Transfers In-Transit Inventory Transfers Complete the In-Transit Transfer information. Note that a "Via Site" can be tracked, as well as any Landed Costs associated with the transfer. Generate a Pick List. 31

32 Generate a Packing List to accompany the transfer. Click the Ship button to record the shipment. Inventory is removed from the originating location and added to the "Via Site". 32

33 Receive the Inventory using Receivings Transaction Entry window. Choose the "In- Transit Inventory" Type. Inventory is removed from the Via Site and added to the receiving site. 33

34 Purchasing and Inventory Tip #19 Speed Up Inventory Reconcile Item Reconciler What's the difference between GP Inventory Reconcile and PSTL Inventory Reconcile? Inventory Reconcile runs the reconciliation process, even if the item doesn't need reconciling PSTL Item Reconcile only reconciles those items that need reconciling. 34

35 Tip #20 Automate Write-Offs Write-Off Documents Routine Sales Choose the Write-off Type, limit, and cut-off date. Filter for specific customers or choose All. Determine how to handle National Account write-offs. Click Preview to mark/unmark amounts. 35

36 Processing will create a Receivables document that is applied to the invoice with the amount remaining. 36

37 Tip #21 Account for NSF Checks Sales Define the NSF Charge that will be charged to customers who have returned checks. Identify the check that was returned and click NSF. Click OK to confirm the posting of a debit charge for the NSF Charge amount. 37

38 The original Cash Receipt is voided and tagged as NSF. Any invoices applied to the Cash Receipt are set to open and unapplied. A Debit Memo is posted to the Customer account for the amount of the NSF Charge. 38

39 Tip #22 Generate Refund Checks Refund Checks Sales Determine which Customers or Documents to be refunded. Create a Vendor for the Customer, if necessary. Drill back on Check Amount to mark or unmark specific documents. 39

40 Click Process, then Transfer to move the Receivables credit balance to Payables. The Print Payables Checks window opens to print the checks. 40

41 Tip #23 Maintain Customer Payment Plans Scheduled Payments Sales Create and post scheduled payment plans for Customers, including interest. A Credit Memo is issued for the original invoice. 41

42 Run the Post Scheduled Payments routine to generate a Receivable for the amount of the payment due for the period. Repeat as necessary. 42

43 Tip #24 Copy a Sales Order Sales Order Copy Sales Complete the header information on the new Sales Order, then choose Actions >> Copy. Choose the Sales Document to copy. 43

44 Click Preview to mark or unmark items to be copied. Click Copy to copy the lines to the new Sales Order. 44

45 Sales Tip #25 Access Inventory Quantities in Sales Transaction Entry Item Site Lookup In the Sales Order line, click the Item Lookup, then choose View >> Item Site. Filter or navigate to the desired item. Click the "Show Details" button to see Quantity Available. 45

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