GP provides a way for you to track your customer item numbers that are cross-referenced to your item numbers. Go to Sales > Cards > Customer Items.
Here’s where you can select a Customer and your Item Number. Enter their item number in the Customer Item field. You can also fill in any of the other reference fields, user-defined Text fields and a Substitute Item Number with an Effective Date Range.
Create labels for the Text Fields by going to Sales > Setup > Sales Order Processing. Click on the User-Defined button and fill in the fields under Customer/Item Maintenance.
Then, when you’re creating a new sales order, you can type in that customer’s item number and GP will automatically replace it with your item number. This customer item number can also be added to any of your sales document printouts.
You can even make the customer item lookup the default lookup field when you click on the Item Lookup icon.
That’s it! Let us know if you need GP support by contacting CSSI.
If you’d like more GP tips, check out or our E-book.
This tool, included in the Professional Services Tools Library (PSTL), allows you to easily see historical sales information for a customer, including the most recent price and sale date for each item, while creating a new document in the Sales Transaction Entry window.
To enable this tool, log into GP as the ‘sa user. Launch PSTL from your GP Navigation Pane.
In the Sales Tools section, click to make active the SOP Customer Item Lookup tool. Click on the X in the upper right-hand corner to close the window.
Next, you’ll need to build initial data from your existing history tables. Go to Sales > Setup > Sales Order Processing. Click on the Additional button and select Create Initial Data. This process may take some time to run, depending on how much historical data you have.
The new Customer Item Lookup window is now available from the SOP Entry and the SOP Item Detail windows. You can open the lookup window by pressing CTRL H or by choosing Additional >> Customer Item Lookup.
As you post additional invoices, these records will be added to the table and included in the Customer Item Historical data.
Ever wondered how to print all the transactions in a receivables batch in GP?
When entering receivables transactions there isn’t an option to print all the transactions in a receivables batch. Most users print receivables invoices by scrolling through each invoice and printing them one at a time.
The good news is that these transactions can be mass printed using the Sales List View called Receivables Transactions in the Sales module lists. Go to the Sales Navigation Pane and select Receivables Transactions. Add a filter to select the date range of invoices and add another filter to select the document type of Sales/Invoices. Use the checkbox to ‘Mark all’ to select all invoices to be printed.
Click Print Documents in the header ribbon to print the documents.
A print dialog window will open and you can select the sort order, document format and originating currency to print, along with several other checkboxes for items to be included on the invoices. Click print to send to the printer.
That’s it! Let us know if you need GP support related to printing receivables batches, or any other GP topic.
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Need help with GP?
Do you need GP technical support, or assistance with upgrades, 3rd party add-ons, or more? Contact CSSI’s experienced GP team, and we’d be glad to help.
If you are a subscriber to our monthly GP newsletter, you’re aware that we provide monthly tips and tricks for GP which can save you time, money, and frustration. Now we’ve compiled these tips into an ebook which we’d like to make available to you free of charge!
Dynamics GP Tips and Tricks is packed with useful ways to improve your day to day experience with GP. Curated by our team of GP experts, we’ve built an impressive list of tips to save you frustration.
And best of all, it’s free! (Second-best of all — this is volume 1, with more to come).
Tips include GP topics such as:
GP System & Setup Tips
GP Financial Tips
GP Receivables Tips
GP SmartList Tips
GP Miscellaneous Tips
Tips for Customizing your GP Home Page
GP Management Reporter Tips
Answering questions like:
How to use GP allocation accounts?
How to waive finance charges?
How to take a GP company offline … and many more!
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How To Use Safe Pay in GP To Prevent Fraud
Did you know that Microsoft Dynamics GP has a built-in tool to assist in the prevention of check and ACH fraud? It’s called Safe Pay, also referred to as Positive Pay. It’s a process that involves creating a file of payables payments (checks and EFT’s) that you submit to your bank.
Any payments presented to your bank are compared to your company’s issued Safe Pay file. If a payment does not match the information in the file, your bank will contact you for authorization.
If you do not see this option in your GP, then it either needs to be installed and/or registered.
It requires a few setup steps. You’ll first need to contact your bank to confirm that they offer this service and then ask them for file specifications. This file format gets created in GP by going to Financial > Routines > Safe Pay > Configurator, where you select an Output file Type and define the types of records lines and record fields per line.
Next you go to Financial > Routines > Safe Pay > Upload Maintenance. Select the Bank Upload ID (Bank Format) that was created in the first step. Link it to a Bank ID and a Checkbook ID. Select the Upload Filename and Path where you want the file to be created. The same file name will be used every time. (The file gets overwritten each time you create a new file. Have no fear, though, you can always recreate a file from history.)
If you’re using EFT processing in GP, be sure to check the “Include EFT Transactions” checkbox at the bottom of the window.
Once you’re ready to create a Safe Pay file, after you’ve posted a batch of payments, go to Financial > Routines > Safe Pay >Transaction Upload. Select the Bank Upload ID. Enter a Last Upload Date and Upload Cutoff Date. Click on the Load/Reload Transactions button. The payments to be included in the file will appear. Click on Upload to create the file.
Click on Proceed when the window below appears.
Click on OK again.
If your bank provides you with a confirmation number when the file is submitted, you can enter that in the next window. If you don’t have a confirmation number, just enter any number then click on Successful.
You can then print a report listing all the payments that were included in the file.
To recreate a Safe Pay file, go to Financial > Routines > Safe Pay >Transactions History. Select your Bank Upload ID. Click on the left and right arrows to scroll through previously created uploads. Click on the Upload button the recreate the file.
Need Help With GP Safe Pay?
Do you need guidance for GP’s Safe Pay? Just contact CSSI for help.
Too many lingering customer balances on your A/R Aging Report?
Do you need to clean up your AR Aging report? Do you have small, lingering customer balances on your report? If so, you can use the Write-Off’s feature to eliminate them.
You’ll first want to be sure a customer is set up to allow write-offs. Go to the Customer Maintenance Options window and select either Unlimited or Maximum (requires a maximum amount to be entered.)
Go to Sales > Routines > Write Off Documents. You can run this routine to process write-offs for many customers at once or for one customer at a time. The routine will create either a Debit Memo or a Credit Memo, depending on whether the customer has a negative or positive account balance.
Choose whether you want to write off Underpayments or Overpayments. Next, select whether you want to create one write-off (debit memo or credit memo) per customer or per document being written off. In the Write-Off Limit field, enter the maximum outstanding balance for documents to be included. Documents with a document date on or before the Cutoff Date will be included.
Click on Preview to view, mark, or unmark the customers to write off balances for.
Click on Process to create the write-off documents.
You can also write off amounts while entering a Cash Receipt transaction. In the Apply Sales Documents window, if you have an Amount Remaining, you can enter that amount in the Writeoffs field.
One favorite year-end activity is inventory stock counts! A new feature, added in GP 18.3 (October 2020 release), is the ability to export and import Stock Count data to and from Excel.
The Stock Count Schedule window has a new “Export/Import” button. This button becomes available once the schedule has been Started. The export action will create a file called stockcountmmddyy.xlsx in whatever file location you choose.
Once you’ve entered your counts in the spreadsheet, go to the Stock County Entry window. Click on the Export/Import window, select Import and browse out to and select your file. Counts can still be manually edited after the import has been run.
If you need to reimport the file, you’ll first need to click on Clear Count.
We hope this is a helpful tip for importing or exporting year-end inventory stock counts in GP. Need help? Please contact CSSI.
Year-end processing time is here again! And the last module that gets closed is general ledger. With the release of GP 2013, a new checkbox was added where you can mark the checkbox to “Maintain Inactive Accounts”.
• With this option marked, it will enable additional options to maintain All Inactive Accounts or just those With Budget Amounts associated with them. Mark the option you prefer.
• If this checkbox is not marked, then ALL inactive accounts will be deleted that meet the criteria listed below, even if they were used in a budget.
• No balance • No activity for an open period • No account history amounts • Not part of an allocation account • Not part of an unposted transaction • No multicurrency data • No transaction history records
We hope this is a helpful tip for handling your GP year-end close and inactive accounts! Need help? Please contact CSSI.
Do you create and post transactions in sub-modules without using a Batch ID? If so, then you know that you must remember to post the Financial batches that get created from these transactions.
With this new feature, also added in GP 2018 R2, you can now post through the general ledger at the transaction level.
A new checkbox, “Post Through General Ledger Files”, has been added to the Posting Setup window (Microsoft Dynamics GP > Tools > Setup > Posting > Posting).
This option is available for the following types of transactions.
