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.

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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.

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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

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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.

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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.

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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.

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Creating a List of Unreconciled Bank Transactions in Dynamics GP?

Here is an easy way to create a SmartList of unreconciled Bank Transactions. Go to Microsoft Dynamics GP > SmartList. In SmartList, navigate to Financial > Bank Transactions. Select the option with the asterisk.

Click on Columns and then the add button to add the columns that you would like to appear in the SmartList. Click OK when you are finished.

Next, click on the Search icon. Add the restrictions to the SmartList. Set the checkbook ID equal to your checkbook ID, set Voided equal to no and set Reconciled equal to No. Then click OK.

This will give you the list of unreconciled transactions. Click on Favorites and give your report a name. Then click Add > Add Favorite.

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Have you ever had the need to print a trial balance containing non-sequential account numbers?  Say you would like to see a GL Trial Balance detail for just a couple of main segment account numbers, but do not want to see all the accounts in between. 

Here is an example.  We need to see GL detail for accounts containing 6100 and 6520 as their main segments.  But we do not want to see any other accounts on our report. 

You can create this custom report using the GL Trial Balance and GL Navigation Lists!

1. Go to the Financial page

2. Click on Accounts in the Navigation pane and wait for your accounts to list

3. Click on Add Filter

4. Enter your first filter then click on the down arrow to the right of the second Add Filter and select the “Or” condition

5. Add your second filter then click on the arrow circled below to Apply Filter

6. The filtered account list will appear

7. Select the accounts to be included on the report.  Select all reports by checking the checkbox on the header row.

8. Click on the down arrow under Reports and select Print Trial Balance

9. Choose whether you want to Include Details.  Select the Year then click on Print.

10.  You can save the filter list for future use.  Click on Accounts (read only) at the top of the screen and select Save As

11.   Type in a name and click on OK

12.  The new list will now on the Financial Navigation pane under Accounts

Note:  Navigation lists are available for all GP modules.

That’s it!

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Printing Separate Checks to Vendors, One Check Per Invoice

Have you ever had the need to print separate checks to one vendor, one check per invoice?  GP provides three different options for doing this.

1. If you want to always print one check per invoice for this vendor, go to Vendor Maintenance, select the Vendor, click on Options, and changed the setting highlighted below.

2. If you use the Build Payment Batch window, there is a “One Payment Per” option.  You can select Use Vendor Option, which will look at each vendor’s option shown in method # 1 above.  Or you can select “Invoice”, which will create one payment per invoice (for all vendors in this “Build”).

3. Use different Remit To address IDs in AP invoices.  When you enter an invoice in Payables Transaction Entry, you can change the Remit-To ID.  Each Remit-To ID will receive a separate check.  For example, if you enter three AP invoices for the same vendor, with each invoice containing a different Remit-To ID, then that vendor will receive three checks.

That’s it!

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Copy/Paste General Journal Entries from Excel

This is an oldie but goodie.  Simplify journal entries by copying and pasting into GP from Excel.

1. Set up the Excel Spreadsheet with four columns in this order:

a. Account Description, Account, Debit Amount, Credit Amount
b. Add a row for each line of data entry and create a balanced General Journal entry

2. Select and copy the data from the Excel spreadsheet.  Do not copy the column headings.

3. Open the Financial Transaction Entry Window by going Financial > Transaction > General

• Create a Batch ID (Optional)
• Enter the Transaction Type (Standard or Reversing)Enter the Transaction Date
• Source Document Code will default
• Enter Reference
• Currency ID will default

4. Place the cursor in the Account field and click on the Paste option at the top of the menu bar

5. The paste action will populate the journal entry

6. Save the transaction in a batch or Post

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