GP Tip: Find Amounts in GP with GL Transaction SmartList

Here is an easy way to find everywhere that a particular dollar amount posted in GP.  Maybe an aging report doesn’t tie out to the corresponding GL account.  If you’re lucky, the amount of the difference could be one transaction.  Look for that amount with another Financial Accounts Transactions SmartList.

Open SmartList and expand the Financial folder then the Account Transactions folder.

Start with an existing list that contains the columns you want displayed in this new list. 

Click on the Search button. Filter on Debit Amount or Credit Amount. Add a Date Range filter, if needed. If you first searched on Debit Amount and didn’t get any results, try searching on Credit Amount next.

Click on OK to view results.

Remember, you can always double-click on a row to drill-down to the transactions.

Click on Favorites to save the new list with a new name.

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GP Tip: GL Transaction SmartList with Originating Name

If you’ve ever needed a way to find all transactions that posted to a particular GL account by Vendor or Customer, here’s an easy way.  Use a SmartList.

Open SmartList and expand the Financial folder then the Account Transactions folder. Start with an existing list and modify it.

In this case, we are going to create a list of all postings to the Accounts Payable GL account and include the Vendor ID, Vendor Name and Document Number.

Click on the Columns button.  Select Add to add columns.  Select a column that you do not want included and click on Remove.

Rearrange the order of the columns by first checking the box to the left of the column name then use the up and down arrows on the right side of the window.

In the screenshot below, the “Originating” columns contain information from the originating transaction. If you are viewing GL transactions that originated in accounts payable, then Originating Master ID represents Vendor ID. If you are viewing GL transactions that originated in accounts receivable, then Originating Master ID represents Customer ID.

Next to filter your list on GL account number, date, etc., click on the Search button.  Select a column name in each Search Definition field.  In our example, we’re including all transactions that posted to the Accounts Payable account for a specific TRX (Transaction) Date range.

When creating a new SmartList favorite, always be sure to increase the number of maximum records that will be searched. This normally defaults to just 1,000.

To save your new list, click on the Favorites button. Type in a Name then click on Add > Add Favorite.

The results will look something like this:

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GP Tip: Disabling GP Posting Journals

Ever wonder how to turn off those pesky Posting Journals that no one ever looks at, … or that you print to the screen or cancel?

Here’s how to do it!

• Go to Microsoft Dynamics GP > Tools > Setup > Posting > Posting
• Select a Series and an Origin
• The list of Reports that appear will all be related to whatever Series and Origin you select
• Uncheck in the Print column to not print the report at all
• Or choose an option in the Send To columns to set a default destination
• The question mark column means to Ask Each Time
• The column with the monitor icon means to always print to the screen
• The column with the printer icon means to always print to the printer
• The file folder icon means to always print to a file.  If you choose this option, you will then choose Type of File, File Location and Append or Replace the file.  (Tip:  this is not usually a very helpful option as most GP reports do not look in any of these formats.)
• NOTE:  Be careful not to change any of the other options in this window as this will affect how transactions post to the general ledger!
• Click on Save when finished

That’s it!

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GP Tip: Dynamics GP – Account Rollups

The GP Account Rollup Inquiry screen allows you to summarize information from GL several accounts and display this information in several ways such as Current and Previous years, Actuals vs. Budgets with variances. Use this as a quick way to view a sum of a group of related accounts.

1. Go to Financial > Inquiry > Account Rollup
2. Enter an Option ID
3. Press the Tab key
4. Select Yes to add this option
5. In the Sort By drop-down list, select the G/L account segment you want to use to sort the information that will be displayed.
6. Select the number of columns of information you want to display
7. For each column of information, enter the column heading you want to use, and the Type of information you want to display. If you selected Budget type, click on the lookup icon to the right of Selection to select your Budget ID. If you selected Calculated type, click on the blue arrow to the right of Selection to open the Account Rollup Inquiry Calculated Column window.

8. Enter restrictions to define the account segment ranges you want to use in this inquiry. You can set up multiple ranges for a single segment.
9. Click on Save
10. Go back to the Option ID you created and click on Redisplay. You can choose to display either Net Change amounts or Period Balances.
11. Click to select an amount then drill-down on one of the blue underlined column headers to see the account breakdown.

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GP Tip: Protecting Your Control Accounts

Do you know how to tighten the reins on what can post where in GP?

A control account is an account within the general ledger that corresponds to a subsidiary ledger, such as Accounts Payable, Accounts Receivable, Cash and Inventory.  Normally, general journal entries should not be posted to these accounts because then they will no longer tie out to subsidiary reports.

You can prevent users from posting to these accounts by going to Financial > Cards > Account and unchecking the “Allow Account Entry” checkbox.

If a user tries to post a journal entry to this account, they will get the message below.

These accounts can still be posted to through the subsidiary module. And you can go back to Account Maintenance and temporarily recheck that box as needed.

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GP Tip – Federal Payroll Tax Table Update Instructions for GP

Wondering how to update the federal payroll tax table in Dynamics GP? Here is a helpful explainer:

1) Ask all users log out of GP
2) Log into GP as the ‘sa’ user
3) Go to Microsoft Dynamics GP > Maintenance > U.S. Payroll Updates > Check for Tax Updates
4) Select the Automatic method then click Next

5) Enter your Authorization Number.  This is your Authorized number with CustomerSource, which is normally your phone number (with the area code and no punctuation).  Click on Login.

6) The tax tables will update.  Click on Finish after the updates have been applied successfully.

7) You can verify that you have the latest tax update by going to Microsoft Dynamics GP > Tools > Setup > System > Payroll Tax.  The “Last Tax Update” field should have the date of 1/19/18.
8) This updates Federal and State withholding taxes only
9) If you have a change to your state unemployment tax rate, go to HR & Payroll > Setup > Payroll > Unemployment Tax.  Select the State and change the Tax Rate.

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Removing Discontinued Inventory Items

Do you have inventory items that you would like removed? Did you know that there is a process to accomplish this in Dynamics GP? Here’s how:

You can start preparing items to be removed during the year-end process by changing the item type to Discontinued. Go to Inventory > Cards > Item. Change the Type to Discontinued.

Items are tracked the same as Sales Inventory items in that you can still sell Quantities On Hand. You can also enter adjustments for the item and can delete the item when the quantity reaches zero.

You can also remove Discontinued items during the Inventory Year-End process.

Mark this option to remove the records for discontinued items that have been completely sold.  Items assigned the discontinued item type will be removed from the item records during the year-end closing process, unless there are quantities of the item, or one of the following is true:

• The item does not exist on an open transaction (sales document, purchase order, unposted inventory transaction).
• The item is assigned to a kit.
• The item is a component of a bill of materials.
• The item has one or more bills of materials of its own.

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Are you taking advantage of the GP Fixed Assets module?  It is included with your GP license. You can use Fixed Asset Management to set up, enter, and maintain asset records. You also can use Fixed Asset Management to complete the following tasks:

• Calculate depreciation
• Import information to Fixed Asset Management from other sources
• Create and use asset groups to make maintaining asset records easier
• Transfer an asset to a new general ledger account or property tax location
• Retire an asset, partially retire an asset, or retire a group of assets
• Add insurance, lease, and user-defined information
• Track General Ledger information entered in Fixed Asset Management, such as additions, transfers, depreciation, retirement of assets, and other changes

If you are using Payables Management or Purchase Order Processing, you can track assets that originate in those modules and add them as fixed assets.

If you do not see Fixed Assets options on the GP Financial page, that means it just needs to be installed.

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Are You Seeing a GP Script Error at Login?

If you or any of your GP users get a script error, like the one below, when they log into GP, it has to do with a setting on your GP Home Page.

Click on No many times until the error goes away.  Then click on “Customize this page” in the upper right-hand corner of the Home Page.

Uncheck the Connect checkbox. 

Or you can disable the Connect option one user at a time by running the SQL script below against the DYNAMICS database.  (Replace ‘xxxxxx’ with the GP user ID.)
 
UPDATE SY08100
SET Visible = 0
WHERE SectionID = 6
AND USERID = ‘xxxxxx’
 
If you want to disable it for all users just omit the last line that filters by a specific user ID.

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Getting a ‘Maximum Users Logged In’ Message?

Do you or any of your users have trouble logging into GP sometimes because the maximum number of users are already logged in? Maybe you need to review which users are performing which tasks.

The 3 Types of Users In Dynamics GP

1. Full User.  This is the most common type of user.  This user has full access to do anything in GP, but they are limited based on the security permissions assigned to them within GP.
2. Limited User.  These users can view data only, with inquires, reports and SmartLists.  They cannot post transactions or change master records.  PLUS, the cost of a Limited User is 80% less than the cost of a full user.
3. Self Service.  These users can only access the Self Service modules, which are used to enter PO requisitions, payroll expenses and timecards, and project expenses and timesheets.

You can see which users are currently logged into GP by going to Administration > Utilities > System > User Activity. Here you can remove (Delete) users who should be logged out.

Keep in mind that, with the use of refreshable Excel spreadsheets, you can have non-GP users viewing GP data outside of the system.

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