How to Allocate Inventory to Multiple Bins In GP

Did you know that Microsoft Dynamics GP provides the ability to track inventory quantities in more than one bin location within a site/warehouse?  By default, GP lets you set up one “default” bin per item/site, but if you need more detailed tracking—such as stock spread across aisles, shelves, or zones—you enable Multiple Bins in the Inventory Control module.
 
You can then assign default bins for different types of transactions for each item/site combination.

The Bin Quantity Inquiry window lists all the bins containing quantities for a particular item.

This does add an extra step to each inventory-related type of transaction because GP now must track not just what site an item is in, but also which bin(s) it is stored in. There are certain steps that need to be followed when you enable this feature. 

Need GP Support for Inventory Management?

If you’re looking to improve your inventory management, CSSI offers a warehouse management software solution (WMS) specifically written for GP users. For help with WMS or inventory management, please contact CSSI to discuss.

GP Tip – Printing a Trial Balance

Have you ever had the need for a trial balance for just certain account numbers?  For example, you would like GL Trial Balance detail of accounts 6100 and 6520, but not the accounts in between, so you can’t use a range. You can create your custom report using the GP Trial Balance and Navigation Lists!

1. Open the Financial Area page and click on Accounts in the Navigation Pane to generate your list of GL Accounts.

2. Create a filter for the accounts you want to see.  Select Add Filter, then enter the accounts you want in your report.  When finished select the right pointing arrow to apply the filter you created.  The accounts matching the filter will be displayed.

3. Mark the accounts you want included in the report.  To select all accounts, select the checkbox in the header.

4. Select Reports > Print Trial Balance

5. Select Print and GP will generate a standard Trial Balance in summary or detail (Include details).

6. You can then save the filtered list by clicking on the ‘Accounts (read only)’ menu and choosing a name for the list so you can use it again later.  You will simply have to enter the checkmark to select the accounts to be used in the report and then select print.

GP Support from CSSI

For GP support and help with upgrades or training, please contact CSSI.

Understanding GP’s Multidimensional Analysis Feature

MDA is a feature in Dynamics GP that lets you “tag” transactions with additional “dimensions” for reporting and analysis. 
 
For example, instead of creating a new GL account for every department, region, project, cost center, product line, etc., you can use MDA codes to capture these extra details and keep a streamlined chart of accounts.
 
First you define your MDA Groups and the Codes that will be used within each group.

Next, you link your MDA groups to G/L accounts. You can indicate whether you would also like to track quantities (in addition to dollars). Analysis Types are Fixed, Required, Optional or None. You can enter default percentages to be applied to transaction distributions for each code, which can be overwritten in the transaction. A single G/L account can have multiple MDA groups assigned.

When a G/L account, that has MDA groups assigned, is used in a transaction, the Account Analysis button becomes available (circled below).

Click on the Account Analysis button to open the Analysis Posting Detail window where you can distribute the transaction amount to MDA codes.

MDA transaction history can be viewed in the Account Analysis report, Analysis Inquiry window and in SmartLists.

MDA codes can be used in the following transaction types:

• General Journal Entry
• Payables Transaction Entry
• PO Receiving
• PO Invoice Entry
• Receivables Transaction Entry
• Sales Invoicing
• Sales Transaction Entry

Need a Great GP Support Partner?

Are you in need of a responsive and knowledgeable GP support partner? CSSI provides helpful technical support, training, and upgrade help. Contact us to discuss how we can help you manage your use of Dynamics GP.

How to Use Non-Qualifying Vendor Discounts

Wondering how to handle non-qualifying vendor discounts in GP?

As you know, GP will only automatically deduct vendor terms discounts if you are paying invoices before or on their discount dates.

You can also take discounts AFTER the discount date by checking “Take Non-Qualifying Discounts” box in the Build Payment Batch window.

This option is not available if you mark the Exclude Expired Discounts from Payments option in the Payables Management Setup window (shown below) or for a purchasing prepayment batch.

Another helpful option in the setup window above is “Allow Summary Post to Checkbook for EFT/CC”. This feature was added in GP 18.5. It allows you to post EFT and credit card AP payment batches to the bank reconciliation in a lump sum, rather than as individual amounts. This makes bank reconciliation much easier because these amounts most likely appear on your bank statement as a total amount.

Need GP Help with Upgrades or Support?

If you need help with upgrading your GP or if you need technical support, please contact the team at CSSI for help.

Document Attachments in GP

Are you aware of how easy it is to attach documents to GP transactions and master records?  Document Attachment functionality was introduced in GP 2013 R2 and has gotten more robust in later releases.

1. Document Attachment Setup

• To enable Document Attachment, go to Microsoft Dynamics GP > Tools > Setup > Company > Document Attachment Setup
• Check the “Allow Document Attachments” box

Press the F1 key (or go to Help > About This Window) for more information on the other setup options in this window

2. Using Document Attachment
• Open almost any GP window, select a record then click on the Attach button

• Or click on the Notes icon then click the paper clip icon here

• Click on the Scan button in the Document Attachment Management window
• If you already have a scanned image, you can click on the Attach button to browse to that image file.
• You can then view the status of an attachment by clicking on it to select it then click on the blue arrow to the right of Date.  This will show you the date and the time a user has attached, deleted, or scanned the image.  If, in the setup, you marked to allow a document to flow, this inquiry screen will also show the date and time the document flowed to a transaction.

Contact CSSI for GP Support

Please contact CSSI for GP support, training, and upgrades. Our team of experts is ready to help.

Sales Order Deposits and Down Payments in GP

In this article we discuss how to handle sales order deposits and down payments in GP.

Use the Amount Received field in a Sales Order to record a customer deposit/down payment.
 
You will first need to assign a default Deposits Received account by going to Microsoft Dynamics GP > Tools > Setup > Posting > Posting Accounts.  Change the Display to Sales.

In Sales Transaction Entry, enter the deposit amount in the Amount Received field.

When you tab off the Amount Received field, the Sales Payment Entry window will open. Select a payment Type and a Checkbook ID. The Check Number field will be available for the “Check Deposit” type.

When you save the sales order, and close the Sales Transaction Entry window, a journal entry will be created to debit cash and credit customer deposits. This payment will then appear in the Bank Deposits Entry window to be included on a deposit.

When the order gets transferred to an invoice, and posted, the customer deposits GL account will be debited in the amount of the payment. The amount that debits Accounts Receivable will be the document total amount less the deposit amount received.

The sales order and invoice documents can be modified to display the payment received as shown in the example below.

Need Help with GP?

CSSI Technologies provides expert support for Dynamics GP. We offer technical support, training, upgrades, and more. Please contact us for GP help.

How to Use Field Level Security in GP

This is a tool that has been around forever but is rarely used. This allows you to control user access and edit abilities at a field level in Dynamics GP windows. Some of the actions you can set include hiding fields, disabling fields and password-protecting fields or windows. See below for more options.

To set up Field Level Security:

1. Go to Administration > Setup > System > Field Level Security
2. Click on the Add button at the bottom of the window to create a new ID
3. Enter an ID (15 characters max) and a Description
4. Click on the magnifying glass to the right of Product
5. Click on the plus sign to the left of Microsoft Dynamics GP (or any other product) to expand the list of modules
6. Expand a module
7. Expand the window that you want to add a restriction to and select a sub-window.

In this example, we are going to disable/gray out the Hold checkbox in the Customer Maintenance window.

8. Double-click on the Hold field on the right-hand side
9. Select the Disable Field Security Mode

Security Mode Options:

• Password Before:  You must enter a password before getting access to a field
• Password After:  must enter a password after modifying a field for the changes to be saved.
• Warning Before:  A warning will be displayed and access to that field will be denied.
• Lock Field:  You cannot use or modify the field.
• Disable Field:  The field will be displayed but it will be grayed out.
• Hide Field:  The field will not be displayed.
• Password Window:  You must enter a password before access to the window is permitted.
• Disable Window:  Enter the system administrator’s password to have access to the window.

10. Click on Save
11.  Back in the main Field Level Security window, click to select a Company on the right
12.   Select a User ID
13.   Click on Apply
14.   Click on OK

Need GP Technical Support?

CSSI Technologies is available to help you with tech support and training for GP. Please contact us for GP help.

GP Tip: Taking Non-Qualifying Vendor Discounts

As you know, GP will only automatically deduct vendor terms discounts if you are paying invoices before or on their discount dates.

You can also take discounts AFTER the discount date by checking “Take Non-Qualifying Discounts” box in the Build Payment Batch window.

This option is not available if you mark the Exclude Expired Discounts from Payments option in the Payables Management Setup window (shown below) or for a purchasing prepayment batch.

Another helpful option in the setup window above is “Allow Summary Post to Checkbook for EFT/CC”.  This feature was added in GP 18.5.  It allows you to post EFT and credit card AP payment batches to the bank reconciliation in a lump sum, rather than as individual amounts.  This makes bank reconciliation much easier because these amounts most likely appear on your bank statement as a total amount.

Need GP Help?

CSSI is available for GP support and training. Let our experts help you improve your GP setup. Please contact us for help.

GP Tip: Editing an A/P Transaction After Posting

Did you know that Dynamics GP allows you to edit certain fields after an AP transaction has been posted? You can do so by going to Purchasing > Transactions > Edit Transaction Information.  Select a Vendor ID and a Document Number.

The following fields are available to be changed:  Remit-To ID, Discount Date, Due Date, P.O. Number and Description.

Need Microsoft Dynamics GP Technical Support?

If you need help with GP (training, tech support, upgrades, customizations), please contact the GP experts at CSSI. We’d be glad to help!

Create a Financial Reports Shortcut in GP

Are you looking to streamline your workflow in Dynamics GP? Adding a Management Reporter shortcut to your Financial Reports menu will allow you to launch the Report Designer from with Dynamics GP. Follow these steps to create the shortcut.

Click on the Home tab in the Navigation List. Then go to the left side of the screen and right-click to open a shortcut menu. From the menu select Add > Add External Shortcut. This will open the Add External Shortcut Window.

On the Add External Shortcut Menu enter a name for your shortcut. Then, on the command line, browse to the executable that will launch Report Designer. In a default installation the path is: C:\Program Files\Microsoft Dynamics ERP\Management Reporter\2.1\Client\ReportDesigner.exe. Click Done after the path has been added.

The new Management Reporter shortcut will now appear under Report Shortcuts. Simply click the Management Reporter shortcut and it will launch Management Reporter, allowing you to generate your financial reports quickly and easily.

Looking for Dynamics GP Support or Upgrade Help?

CSSI can help you with your next GP upgrade, as well as providing technical support and training for your team. Please contact us for help.