Use this window to set up SmartList Defaults, such as Maximum Number of Records, Default Go To windows and determine which columns are visible, by default, for specific SmartList favorites.
Go to Administration > Setup > System > SmartList Options
Select a Category (SmartList folder)
Default Go To – this is the window that will open when you double-click on a row in this particular SmartList
Maximum Records – set this to a large number so that you don’t have to remember to change this every time you create a new SmartList Favorite.
Check or uncheck fields to define the default columns for this list. Rearrange the columns using the up and down arrows on the right.
Are you or your finance team in need of GP training or support? The experts at CSSI are here to help! Contact us today to learn more about how we can help.
How to scan documents within GP
Are you aware of how easy it is to scan and attach documents to Dynamics GP transactions and master records? This new Document Attachment functionality was added in GP 2013 R2. All you need is a Windows Image Acquisition (WIA) enabled scanner/printer and a little bit of setup.
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 of a paper document, 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.
Once a record has an attachment, the Attach image changes to this
We hope that this helps with document management! Now that you know how to scan documents within Dynamics GP, is there other support or training which your team needs? CSSI’s team of Dynamics GP experts is standing by to support you. Contact us today to learn more.
Multiple Default Purchase Accounts for Vendors
If you’ve been entering payables transactions in GP, then you probably already know that you can assign a default purchase accounts to each vendor. BUT, did you know that you can assign multiple accounts to a vendor?
Here’s how:
In the Vendor Account Maintenance window, click on the Ellipse button (button with 3 dots) to the right of the Purchases account.
Enter the additional accounts that will used for this vendor and check those accounts that you want to Default on the Transaction.
When you create a payables transaction for this vendor, and go to Distributions, the Default accounts will fill in. All you need to do is enter the amount for each account.
And, when you click on the lookup icon to the right of Account, all the vendor’s default accounts will appear. You can change to look up to show All Accounts by clicking on the down arrow to the left of View (in the Accounts lookup window.)
If you issue monthly finance charges, and you have some of those customers who never pay theirs, you can easily waive these finance charge transactions in GP. By using the Waive process, this will reverse the posting of the original finance charge.
And then when you drill down to that the finance charge, you can see that it’s been Waived.
You can also view waived finance charge totals in SmartList by Life-to-Date (LTD), Year-to-Date (YTD) and/or Last Year (LYR).
In this video, we present a custom report created in SQL Server Reporting Services (SSRS), but also possible to use in Crystal Reports or Power BI.
What does this SQL Server Reporting Services Report Do?
This custom SSRS report lists items that are needed for current open sales orders in Dynamics GP. It also shows a running total of the projected available quantity for each item, based on the requested ship date or the promise date for PO’s. Finally, the report will highlight items with quantity available of 0 or less.
If this SSRS report would be useful in your business, or if you would like assistance in report design, creating other custom reports in SSRS, Crystal Reports, or Power BI, or custom code and applications, please contact the report designer experts at CSSI. CSSI can also assist you with custom programming services, developing unique high-value applications for your business.
Using GP Allocation Accounts
In GP, you can use a Fixed or Variable Allocation account to automatically distribute fixed or variable percentages of a transaction among several distribution accounts.
1. Fixed Allocation
Go to Financial > Cards > Fixed Allocation
Enter an account number and description
Enter each Distribution Account and its percentages
Click on Save
2. Variable Allocation
Go to Financial > Cards > Variable Allocation
Indicate whether you want to calculate the percentages based on the year-to-date balance or on the transaction period balance of each breakdown account
Select the series where you expect to use this allocation account; the allocation account will appear in all lookup windows in the selected series
Enter the distribution account (the account that will be posted to)
Enter breakdown accounts by selecting a distribution account then enter the corresponding breakdown account on the right. (The balances of the breakdown accounts determine the percentage that will be posted to each distribution account.)
3. Using GP Allocation Accounts
When you use an allocation account in a transaction, you won’t see the breakdown of the distributions until the transaction is posted to general ledger
An allocation account cannot be assigned as a distribution account for another allocation account
You CAN assign an allocation accounts to a vendor as a default purchasing account
As we start off a fresh new year, it’s a great time to update Microsoft Dynamics GP users on on all the new functionality in Dynamics GP for 2021! In this on-demand webinar, GP consultant Deborah Newcomer from CSSI brings you up to date on GP ERP software, discusses each new feature, and takes a look at the road map for this ERP solution. We think that Dynamics GP customers will find this discussion helpful.
Some of the content discussed in this on-demand webinar (Whats new in dynamics GP 2021) includes:
General Updates
Prior GP lifecycle plan: Prior to 2021, Microsoft published fixed dates for end of mainstream support and end of extended support. Please note: if you are running a version of GP which is either beyond or approaching its support end date, it’s time for a GP upgrade: contact CSSI to discuss your options.
New GP Lifecycle policy: Microsoft has committed to releasing 2 or 3 updates per year. You are considered current if you install at least 1 upgrade per year. Keeping current with updates not only gives you access to new functionality such as the features discussed below, it also provides you with bug fixes and patches to keep you secure.
New GP Features for 2021
The following topics are covered in the webinar recording:
New GP Features – System Manager
Why you should periodically run ‘check links’. You can now schedule ‘check links’.
Bulk move/remove columns in Smartlist.
Screen outputs automatically open in a maximized state.
You can now use a Named Printer when printing Word Templates.
New GP Features – General Ledger
Transaction entry contains new GP user defined fields.
Reconcile financial information – a useful feature when changing fiscal periods.
Transaction entry: Excel copy/paste now uses decimal places assigned to each currency
Payables management – use copy/paste to create payables transactions.
New GP Features – Purchasing
Vendor maintenance includes a new DBA field.
Vendor maintenance includes a 1099 NEC (non employee compensation) option.
Payables management setup – vendor map and transaction type new feature.
GP New Feature – Inventory
Export stock schedules to a spreadsheet, make updates, and import data back into GP. Great workflow improvement for some.
New GP Features – Sales Order Processing
Option to print sales documents, even when sent via email.
New GP Feature – HR
Automatically mask Social Security numbers on many HR reports.
Who is CSSI?
CSSI Technologies is a Microsoft partner with over 20 years of experience as a GP consultant. We provide training, support, and consulting for companies which utilize Dynamics GP ERP software. We believe that Microsoft Dynamics GP users deserve great guidance and support. Wondering if you are receiving great support from your GP provider?
To learn more about how CSSI can assist your business with the GP ERP system, please contact us to get started.
Assigning a GP SmartList Favorite Password
One of the new features added in Dynamics GP 2018 is the ability to assign a password to a SmartList Favorite. Maybe you’ve created a new list and you want another Dynamics GP user to be able to view the list but not make changes. If he or she doesn’t know the password, they won’t be able to save changes. Use the Add or Remove Favorites window to make password adjustments.
Need more help with Smartlists in GP?
SmartList builder
SmartList designer
Setting default SmartList
SmartList Options window
CSSI is here to help! Contact us for GP technical support.
Need to Back Out GP General Journal Entries?
If you have a general journal entry that was posted incorrectly, either with a wrong posting date or wrong GL account numbers or amounts, did you know that you can easily back out a Dynamics GP general journal entry and post a correcting entry without having to re-key the entire transaction manually?
Here’s how to back out GP General Journal Entries
Go to Financial > Transactions > General
Click on the Correct button
Click on the Action down arrow to select whether you want to just back out an entry or back out a journal entry and create a correcting entry
Select the Year
Enter the number of the general journal entry to be corrected
Click on OK
The window will fill in with the entry to be backed out (original entry reversed)
Leave as is and click on Post
If you selected the “back out a GL entry and create a correcting entry” action, then a second journal entry will be created. This contains the date, accounts and amounts from the original journal entry. Make any necessary changes then Post.
Because the year end is fast approaching, here’s a reminder on how to create a new fiscal year in GP. Go to Microsoft Dynamics GP > Tools > Setup > Company > Fiscal Periods. Type in the new year. Verify that the First Day, Last Day and Number of Periods are all correct then click on Calculate. Click on OK when finished.
It’s also recommended that you go into this window to close individual periods once you’ve printed financial statements for that period. You don’t want users posting back to prior periods!
