How to perform a Batch Activity Inquiry in GP

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”
      exclude inactive customers

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      GP TIP: Wondering how to prevent certain documents from appearing on a vendor check stub?

      If you have fully applied documents that you do not want to print on a vendor’s check stub, you can go to the Edit Vendor Payment window.

      This window is available in the Build Payment Batch window.

      prevent-docs-vendor-stub-1

      It is also available in the Edit Payment Batch window.

      prevent-docs-vendor-stub-2

      Or you can go to Purchasing > Transactions > Edit Vendor Payment.

      prevent-docs-vendor-stub-3

      Click on the Check Stub button at the bottom of the window and uncheck the checkboxes beside those documents that you do not want printed on the check stub.

      prevent-docs-vendor-stub-4

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      GP Tip: Wondering How To Reset Your Next Check #?

      When printing checks, is your starting check number always wrong? To reset the Next Check Number, go to Financial > Cards > Checkbook. Select the Checkbook ID. Change the Next Check Number field then click on Save.

      reset-next-check-number

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      Keep Track of Unused Check Numbers

      Many times, check stock will be forgotten in the printer and then printed on by accident. If you would like to keep track of wasted, unused check numbers in GP, here is a simple method.

      1. Go to Financial > Transactions > Bank Transaction Entry
      2. Option: Enter Transaction
      3. Type: Check
      4. Select the Checkbook ID
      5. Enter the Check Number
      6. Enter something descriptive in the Paid To field
      7. Leave the Amount set to zero
      8. You do not need to add another distribution account since it’s a zero transaction
      9. Click on Post

      Your zero check will now appear in the Checkbook.

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      Save Time When Processing EFT Payables in GP

      If you are processing EFT for payables in GP, you can now post to the Bank Rec by batch total, instead of individual payments. This was a new feature added in GP 18.5. Simply go the Purchasing > Setup > Payables and check the “Allow Summary Post to Checkbook for EFT/CC.

      When marked, if an EFT batch of vendor payments is posted, the Bank Reconciliation is updated with a single EFT payment that you can drill down on to see a breakdown of the detail.

      Note that this feature does not apply to Manual Payments in GP and this new field in Payables Setup will not be enabled automatically at time of the upgrade of your system.

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      A’ Go To’ option has been added (also in GP 18.4) to the Sales Order Processing Document Inquiry and the Sales Document Range Inquiry windows to view a document in either the Sales Transaction Inquiry Zoom or Sales Transaction Entry window. To get to these windows, go to Sales > Inquiry and select either Sales Document or Sales Range Inquiry.

      Select a document then click on the “Go To” button and select which window you want to use to view the document.

      goto-from-sop-inquiry

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      Here’s a new Dynamics GP feature which was added in the GP 18.4 release – how to save inquiry window sort options.

      This option is available in the following windows: Receivables – Transaction by Customer, Receivables – Transaction by Document, Sales Item, Payables – Transaction by Vendor, Payables – Transaction by Document, Bank Reconciliation – Checkbook Register, Checkbook Balance.

      Select your default Sort by option then click on View > Save Window Preferences.

      In addition to the sort options being saved, the “Include” Type (Work/Open/History) will be saved, along with the size of the window if you change it.

      save-inquiry-window

      These saved default settings are per individual user and are system wide, so the saved setting will default for any company that user logs into.

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      Hope that learning how to save inquiry window sort options is helpful for you! For GP technical support or help with upgrades, please contact CSSI.