How To Use Copy/Paste for Payables Transactions in GP
Using Copy/Paste in the Dynamics GP General Ledger
If you like the Copy/Paste functionality in General Ledger, then you’re going to like having this ability in Payables Transaction Entry. This feature was added in the October 2020 GP 18.3 release.
You use the copy/paste in both the Transaction Entry” window and the Distributions window.
The Excel spreadsheet must have the required fields in this order to copy paste correctly; not all amount fields need to have an amount. You must copy/paste all data fields only; do not include the header fields.
In the Transaction Entry window, select a Vendor ID and put your cursor in the Purchasing field. Then the Paste button will be available.
Distributions will default from the Vendor record unless you paste in distributions. Below is a sample file layout for the distribution:
You’ll need to grant security access to this new feature by adding it to the Security Task shown below.
One of the new features added in the October 2019 release (GP 18.2) is the ability to see who posted a journal entry in the Financial Transaction Entry Zoom window. This includes journal entries created by posting batches from within other modules.
FYI – This field has always been available to add as a column in the Account Transactions SmartLists.
Did you know that you can open a GP account inquiry window from within the Management Reporter Report Viewer? You just need to drill-down to the account detail in MR and then you’ll see the Dynamics button.
Click on the Dynamics button and this will open the GP Financial Detail Inquiry window for that account number and that period/month.
The Detail Level setting in the MR report definition must include Account detail.
You must be logged into GP; otherwise, you’ll get the message below.
And, you must be using the Management Reporter Report Viewer, not the web viewer, as the default viewer to drill-down into GP. In MR, go to Tools > Options and check the box highlighted below.
That’s it! If you would like additional help with drilling down to general ledger detail in GP, contact us for help.
GP Purchase Order Quantity Tolerances
Receipts against purchase orders don’t always match up perfectly with what you expected to receive. Here’s how to set up Shortage and Overage quantity tolerance percentages in GP to limit the quantity received on a PO receivings transaction.
1. To enter percentages for sales inventory type items, go to Inventory > Cards > Item Purchasing Options.
2. To enter default percentages for non-inventoried items, go to Purchasing > Setup > Purchase Order Processing.
3. When you try to Receive an item, greater than the Overage tolerance, you’ll receive this message.
4. If you receive a quantity less than the Shortage tolerance, the remaining quantity will automatically be cancelled on the PO.
For instance, if you order a quantity of 100, receive 91 and your shortage tolerance is 10% then the remaining 9 will be cancelled.
Need More GP Help?
That’s it! If you need more support for setting up purchase order quantity tolerances in GP, contact the GP team at CSSI. We are happy to offer helpful, friendly GP support for you and your team!
Issue Checks To Vendors Prior to Receiving the Items
Did you know that Dynamics GP has functionality allowing you to create a check to a vendor against a PO prior to receiving the items and posting the invoice? Here’s how to do it:
1. Set up the PO module to allow prepayments
Go to Purchasing > Setup > Purchase Order Processing
In the Prepayment Setup section, check the Allow Purchase Order Prepayments box.
You can require a password by filling in the Prepayment Password field.
Assign a Prepayment G/L Account for the prepayment to post to.
2. Create a purchase order and the prepayment
Create a PO as usual
Fill in the Prepayment amount
The not-equal sign (≠) means that the prepayment amount has not yet been paid
You can enter a prepayment for a New, Released, or Change Order purchase order that hasn’t been received or invoiced against.
You can only enter one prepayment for each purchase order.
You can click on the blue arrow to the right of the Prepayment amount to change the default Prepayment Account and/or select Manual Payment instead of Computer Check.
Print and save the purchase order
3. Create the prepayment check
Go to Purchasing > Transactions > Build Payment Batch
Create a Batch ID
In the Payables Batch Entry window, check the Purchasing Prepayment Batch box
Select the Checkbook ID then Save
Next you have several options. You can select the PO Number(s) to be paid. Or you can just click on Build Batch and GP will create a batch of all PO prepayments.
Or you can click on Edit Payment Batch and only those vendors who are getting prepayments will appear.
Click to Print Payments. The PO number will be printed on the check stub.
Post the batch.
The check transaction(s) will debit Cash and credit the Prepayment account.
4. When you create the PO Invoice, you’ll see the Prepayment amount reduces the Total invoice amount.
When you post the invoice, the Prepayment account will be debited
How To Get More Help
Do you have questions or need more help with purchase order prepayment or any other GP feature? Contact the GP team at CSSI, we’d be happy to help.
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.
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!
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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.
