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How to defer revenue and distribute expenses to future periods in GP

Revenue/Expense Deferrals

This tool has been around for many, many years. It allows you to easily defer revenues and distribute expenses to future periods in the following modules:  General Ledger, Receivables Management, Payables Management, Sales Order Processing, Purchase Order Processing and Invoicing.

To set up Deferrals, go to Financial > Setup > Deferral.  Deferral transactions will use the “ALTRN” Audit Trail Code and Source Document.

The Balance Sheet posting method is the simplest method where there will be just two accounts used in the deferral:  the deferral account (Deferred Revenue or Expense) and the recognition account (Recognized Revenue or Expense).

The Profit/Loss method requires you to set up five posting accounts for Original Cost, Deferred Cost Account, Deferral Account, Deferral Transfer and Cost Recognition.

Once the setup is complete, you can go to Financial > Setup > Deferral Profiles to set up templates of common deferral transactions. Here you can also click on the User Access button to limit access to a profile to specific users or user classes.

Deferrals are then applied in the Distribution window of a transaction, under the Additional button. Select Deferral to apply a one-time deferral or select Deferral Profile if you’ve set up previously defined profile.

In this sample payables transaction, the Deferred Expenses account is entered as the Debit account in Distributions.

In the Deferral Entry window, you select your Start and End period dates and the Amount to Apportion (which defaults from the Purchase amount). Select a Method:  Days in Period, Equal Per Period or Miscellaneous.  The Cost Recognition account is the actual expense account.

When you post the transaction, journal entries will be created and posted to the future periods.

Note:  You must have the Financial module open in all those future periods in the Fiscal Periods Setup window.
Any user who will be posting revenue and expense deferrals, who is not a PowerUser, must be assigned an “RED” (Revenue and Expense Deferrals) security role.

Contact CSSI for more help

If you have questions or need of GP support with this or any other topic, please contact CSSI for GP assistance.

New User-Defined Field Feature in GP 18.3 Release

This is another feature added in the GP 18.3 release.  In the General Ledger Transaction Entry window, there are now two new user-defined fields. When users enter transactions into the General Ledger, they can now add additional information regarding the journal entry.

Labels for the user-defined fields are at the bottom of the General Ledger Setup window.  Go to the Financial > Setup > Financial > General Ledger.

The maximum field length for the user-defined labels is 15 characters. The length of the user-defined field values is 30 characters.

Once you’ve defined your fields, you’ll see the new labels in the General Ledger Transaction Entry window.

These user-defined fields are available in the Financial Account Transactions SmartLists and they’ve been added to the following reports:

  • Edit list
  • Posting journal

Need GP Help?

If you need more help using these user-defined GP fields, please contact CSSI for GP support.

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.

That’s it! Need more help with this GP tip? Contact CSSI for GP support.

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.

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Need GP support? Contact CSSI.

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. 

mass print transactions in receivables batches 1
Click Print Documents in the header ribbon to print the documents.
mass print transactions in receivables batches 2

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.

mass print transactions in receivables batches 3

That’s it! Let us know if you need GP support related to printing receivables batches, or any other GP topic.