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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2024 General Ledger Year-End Closing

Have you run your GL year-end closing routine yet?  Here is a refresher on what this process does.

• Closes all Profit and Loss (P/L) account balances into Retained Earnings account(s)
• Balance Sheet account balances are rolled forward to the new year by having Balance Brought Forward (BBF) entries created.
• All open General Ledger records (GL20000) are moved to the historical table (GL30000).
• Inactive General Ledger accounts without a balance and no historical transactions are removed if you are not ‘maintaining’ inactive accounts.
• The Year that was just closed is marked as historical.

Even though you have closed the year, you can still post to that year.  GP allows you to post back to the last closed year.  Just be sure your Financial module is open in Fiscal Periods Setup (Microsoft Dynamics GP > Tools > Setup > Company > Fiscal Periods).

GP also allows you to reverse a year-end closing.  When you reverse a historical year, the original Balance Brought Forward (BBF) journal entry gets removed from the system.  Then when the year is re-closed, a new BBF entry is created.  Once the year is re-opened, this allows you to post adjustments in the GL and when ready, you can re-close the year.

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GP Tip: Batch Activity Inquiry

Have you ever tried to select a batch to post or print an edit list only to find that it is in use? When a batch is in use, the Status will normally be “Busy” or “Receiving”.

You can find out who has a batch open by going to Administration > Inquiry > Batch.

Here you will see any open Batch ID’s and the User ID that has that batch open.

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GP Tip: How to bring back the navigation pane

Have you ever had the Navigation Pane disappear while using GP? Here’s how you can bring it back yourself!

The solution is to click the Layout Button in the top right corner of Microsoft Dynamics GP. Unselect and then re-select the Navigation Pane option.

When you select the Navigation Pane option the Navigation Pane will then be displayed in GP.

That’s it!

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GP Tip: Save time by copying GP price lists

If you assign many different Price Levels to your items, then setting up a new inventory item can be time-consuming.  Save time by coping Item Price Lists from one item to another.  (Note:  both items must share the same unit of measure schedule.)

1 – Go to Inventory > Cards > Price List
2 – Select an item you want to copy TO
3 – Click on the Copy button

4 – Select a Source Item Number (the item to copy FROM)

5 – Click on Process
6 – Print the Copy Price List Audit Report to the screen to verify that the copy was successful
7 – Make any necessary changes
8 – Click on Save

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GP Tip – Excluding Inactive Customers/Vendors from GP Lookups

Here’s a time-saving GP for you. Do you have many inactive customers and vendors the clutter up your lookup windows? You can easily exclude them by following these steps:

1. In the lookup window, click on the drop-down to the left of View
2. Select “Exclude Inactive Customers” (or Vendors)
3. Click on the drop-down again
4. Select “Set as Default View”

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