Controlling the Posting of Future-Dated Transactions in GP

This is a free tool that is part of the Professional Services Tools Library (PSTL) toolkit. It prevents the posting of future-dated transactions in subsidiary modules.

If your Posting Setup is set to post to G/L by batch date, GP would allow a document date to be used even though that fiscal period is not yet set up in GP.

If the Posting date is coming from the batch ID, then GP would accept an incorrectly entered Document date. In the example below, the document date contains a typo. But it posted to AP! And it won’t appear on an aging report as of the current date.

To prevent this, enable Doc Date Verify. Launch PSTL by selecting it from the GP Navigation Pane.

In the Misc. Tools section, click on both the radio button and the check box next to Doc Date Verify. Click on the X in the upper right-hand corner when finished.

This must be enabled on each workstation.

Once this is enabled, any time a future date is entered into a transaction, you’ll get the error message below.

Doc Date Verify works in the following windows:

• Payables Transaction Entry
• Receivables Transaction Entry
• Invoice Entry
• Payables Manual Payment Entry
• Sales Transaction Entry
• Inventory Transaction Entry
• Cash Receipts Entry
• Purchase Order Entry
• Receivings Transaction Entry
• Purchasing Invoice Entry

Get Help With GP

We hope that this tip is helpful for you. To get more help with GP, please contact CSSI. We can support your upgrades, enhancements, and team training.

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.

Register now for a great CSSI webinar on Nov. 11….

There is a tremendous amount of vital operational data locked away in your GP databases that traditional reporting does not and cannot analyze. Harnessing this underutilized and constantly growing data is absolutely critical to your decision-making process and means the difference between success and failure for your organization.

Webinar Registration: Learn About Power BI Report Pack For GP

Join us for a webinar on Nov 11, 2021 at 11:00 AM EST. Attendance is limited so register now to assure your seat at the Power BI table. After registering, you will receive a confirmation email containing information about joining the webinar.

What is Power BI Report Back For Dynamics GP

The Power BI – Report Pack for Dynamics GP is an affordable Data Analytics and AI reporting product containing 100+ pre-built dashboard reports. These pre-built Dashboard Reports surface all of your GP data spanning GL, AR, AP, Sales, and Revenue Analysis, Inventory, and Purchasing. The Report Pack will give you a real 360-degree view of your entire operation using data analytics and AI enabling your decision makers to make quicker and more data-driven decisions for your organization. There is no other pre-built Power BI solution on the market and CSSI Technologies has this solution.

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.

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.

Did you know that from within Dynamics GP you can create shortcuts to external tasks such as Crystal Reports or Management Reporter by using the Add External Shortcut window?

Here’s how to create an external shortcut in the GP navigation pane.

1) Select the Home tab and right-click in the upper area of the navigation pane.  Choose Add>Add External Shortcut

2) The Add External Shortcut window will appear.

3) Enter a name for the shortcut in the Name field.

4) Select the Browse button to locate the executable of the application being added

5) Select the program, then choose Open to add its path to the command line.

6) Select Add to create the shortcut to the file.

7) The shortcut will now appear in the Navigation Pane.

8) Select Done to close the Add External Shortcut Window

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.

Have you ever had the need to see what documents were printed on a vendor’s check stub or remittance in Dynamics GP? As of GP 2013, you have to ability to recreate the check stub. Just drill down to a vendor payment transaction and click on the “Re-create Check Stub” button. It will even include any credits that were applied on that payment.

Need GP support? The experienced GP consultants at CSSI are here to help. Contact us to get started.

Do you use the Payables Edit Payment Batch window in Dynamics GP to pay vendor invoices? Did you know that you can choose which columns you’d like to display in this window?

By default, the first column on the right-hand side of the window is Voucher Number. That number doesn’t normally mean anything to someone choosing invoices to be paid. Why not change it to Document Number? Click on the icon circled below and check which columns you want to have displayed. The use the Move Up or Move Down buttons to rearrange the columns.

You can do the same with the columns on the left-have side of the screen.

You can also change the width of each column by clicking on the divider line between each column name and drag right or left to make it wider or narrower.

We hope this tip is helpful — if you need GP support or training, please contact CSSI’s expert GP consultants!

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