Do you need to disallow the deletion of a financial batch or journal entry?

When reconciling G/L accounts at the end of the month, have you ever had a transaction in a subsidiary module that didn’t post to the general ledger?  It’s possible that the journal entry from that transaction accidentally got deleted from the financial module.

One way to prevent this in the future is to not allow financial batches and/or journal entries to be manually deleted.

Go to Financial > Setup > Financial > General Ledger.  In the Allow, section check the box beside “Deletion of Saved Transactions”.    You can always come back to this window and temporarily uncheck the box if you find you really do need to delete a transaction.

We hope you found this tip useful. Contact CSSI for personalized GP support and training.

Do you need to reopen a closed purchase order in Dynamics GP?

A closed PO can be re-opened as long as it hasn’t yet been moved to History.  You won’t be able to change the quantity on the existing line items but you can add new line items.

Go to Purchasing > Transactions > Edit Purchase Orders.  Enter or select the PO Number then change the Purchase Order Status to “Change Order”.  Click on Process. 

This PO will then be available again in the Purchase Order Entry window.

We hope you found this tip useful. Contact CSSI for personalized GP support and training.

What is GP’s SmartList Designer?

SmartList Designer is a free, built-in Microsoft GP tool that allows users to create customized lists of data known as SmartLists . You can build custom reports which pull data from multiple tables in GP, or even third-party software products. SmartList Designer is a powerful tool which can help you get the most out of GP.

Listen to our Microsoft GP SmartList Designer Webinar

CSSI is pleased to make available to you a pre-recorded webinar in which we discuss SmartList Designer. We cover such topics:

• Use the SmartList builder to extract your GP data and view however you need it
• Create your own SmartLists from scratch
• Create new SmartLists based on existing lists

Get Help With GP

If you’d like help with getting the report benefits of GPs SmartList Designer, other reporting tools such as SSRS or Crystal Reports, or any other GP feature, please be aware that CSSI offers GP training , GP upgrade support , and consulting and customization for GP. To get help, please contact CSSI.

Automatically open windows when you log into GP

Do you have a particular window (or windows) that you always open as soon as you log into GP?  You can add windows to the Home Page Startup folder and then those windows will automatically open as soon as you log in.  You can also automatically open a SmartList, a web page, an external program or file or run a macro.

On the Home Page, right-click on Startup.  Select Add then select what you’d like to add.

In this example we’ll add the Sales Transaction Entry window by clicking on Add Window.  Scroll down through the list of available windows.  Expand Microsoft Dynamics GP then the module (Sales, in the case).  Find the window name and select it.  Click on Add then Done.

To test it, exit out of GP then log back in.  Voila!  Your window (or whatever you added) should pop right up.

We hope you found this tip useful. Contact CSSI for personalized GP support and training.

Gather the data you need on one screen with all-in-one views

Here’s how to use GP’s Purchasing, Sales and Inventory All-In-One Views to view all documents related to a particular vendor, customer or inventory item.  (Available in the Inquiry section of each page.)

Creating all-in-one views:

The screenshot below shows the Sales All-In-One Views.  Here you can see Quotes, Orders, Invoices, Cash Receipts and Credits/Returns for one customer. 

• Use the “Order by” up and down arrows to change the sort order in each section. 
• Add or remove a filter in each section by clicking on the filter icons. 
• Click on the Options button to choose which types of documents you want to display.

• Click on down arrow in a box to see more details about that document

• Click on a checkox to see all the related documents for that one transaction.  In the example below, Quote QTE01025 was checked and we can then see the quote was transferred to Order ORDST2256, which was transferred to Invoice STDINV2311.  You can also see the Return and the Payment that were applied to that invoice.

How cool is that???

We hope you found this tip useful. Contact CSSI for personalized GP support and training.

Need a way to quickly access information outside GP? You can set up a custom link for customers, vendors, items, salespeople, employees, tracking numbers, checkbooks, and credit cards. A custom link allows you to start a new e-mail message, display a web page, open a document or image, or open an external program.

Here’s how to create custom links in GP

In this example, we’ll create a Custom Link to a vendor’s website.

1) Go to Microsoft Dynamics GP > Tools > Setup > Company > Custom Link
2) Click on New
3) Select the name of the prompt for which you can want to create a custom link
4) Fill in the Custom Link Label (description of the link)
5) Select an Address Type (address ID). The address IDs for Customer are Primary, Bill To, Ship To, and Statement To. The address IDs for the Vendor prompt are Primary, Remit To, Purchase, and Ship From. The address ID for Employee is Primary.  This field isn’t applicable for the Item and Salesperson prompt.
6) Select an internet information option for the Address Field. This tells GP which field in the Internet Information window you’re linking to.

7) Now, from within any window containing the Vendor ID prompt, when you click on the prompt, you’re new Custom Link will be available.  Click on the Custom Link to take you to whatever you’ve linked to.

Some other uses of Custom Links are adding an image to an inventory item, adding package tracking capabilities to the Tracking Numbers in Sales Order Processing, quickly start an email message, etc.  The possibilities are endless!

We hope you found this tip useful. Need Dynamics GP support? The experienced GP consultants at CSSI are here to help. Contact us to get started.

Thank you for registering for our Sept. 16 webinar — The Benefits of GP’s SmartList Designer. You will receive an email confirmation shortly.

We recommend that you add this event to your calendar now:

The webinar will occur Thursday Sept. 16 at 11am.

How To Join The Webinar

When it’s time to join the webinar, click here or go to:
https://bit.ly/2VfIVZP

If you have problems joining the webinar, please call 570-524-4424 for assistance.

Did you know that you can automatically create a sales return order for a previously invoiced sales transaction in Dynamics GP? This process will automatically pull in all the items and costs from the original posted sales invoice, eliminating the need to manually key in all the data – it’s a great tip for improving your sales order processing and sales return process.

Here’s how to create a sales return from a posted invoice in GP

1) Open the Sales Transaction Entry window (Sales > Transactions > Sales Transaction Entry)

2) Select Return for the Type

3) Click on Additional > Create Return

4) Select a Type ID, Customer ID and the original Sales Document (Invoice)

5) Once you select the Sales Document, the Sales Invoice Return Item Selection window opens where you can select the Item(s) to be returned.  You can use the Mark All button to select all items.  Click on Post.  (This won’t actually post to the modules yet – it’s merely “posting” the selected items into the new Return transaction.)

6) A window will pop up displaying the number of the new Return document.  Click on OK. 

7) You will now see your new Return transaction.  You may edit any fields as necessary. 

8) Post the transaction (or the Batch, if is was saved in a batch)

9) This process will not automatically apply the return to the invoice, though.  You’ll still need to use the Apply Sales Documents window to do that.

10) BUT, when you drill down to either document (the original invoice or the return) and click on the blue arrow to the right of Document No, you can see the two linked document numbers.

Ready to create sales return from posted invoice in GP? We hope you found this tip useful. Need Dynamics GP support? The experienced GP consultants at CSSI are here to help. Contact us to get started.

Save Time With GP Recurring Journal Entries

Do you find yourself entering and posting the same general journal entry month after month? You can save these entries in a recurring batch and post the batch each month. Or even post them out into the future (as long as the Financial module is Open for those Fiscal Periods).

Here is how to create a recurring journal entry in Dynamics GP:

1. Create a batch in Financial > Transaction > Batches
2. Give the batch a meaningful name and change the Frequency to how often you want the recurring entries to post.
3. If you enter data in the Recurring Posting field, the batch will automatically be deleted after it’s posted that many times. If you leave it set to zero, the batch will never go away (unless manually deleted).
4. If you choose Monthly for the Frequency, the posting date of the recurring transaction(s) will increment up by one month each time you post the batch. If you choose Weekly the transaction will increment up by 7 days, etc. If you select Misc you can choose how many days to increment it up by.
5. You can edit the journal entries at any time
6. You can see in the Batch Entry window the Last Date Posted and the number of Times Posted

Note: You can also set up a recurring batch for payables and receivables transactions.

We hope you found this tip on how to create recurring journal entries in GP useful! Contact CSSI for personalized GP support and training.

GP Tips

Ever wonder how to bulk inactivate accounts from the Navigation list in GP? Here’s how!

Click on Accounts from the Navigation list on the Financial page. Select the accounts to be inactivated, using the Shift or Control keys, the click on Inactivate at the top. A little window will pop up for you to click on Inactivate.

A message will appear telling you how many succeeded or failed.  Click on the message for additional information.

Need additional help in GP? Contact CSSI today for support from our team of GP experts.