Do you need to reopen a closed purchase order in Dynamics GP?
A closed PO can be re-opened as long as it hasn’t yet been moved to History. You won’t be able to change the quantity on the existing line items but you can add new line items.
Go to Purchasing > Transactions > Edit Purchase Orders. Enter or select the PO Number then change the Purchase Order Status to “Change Order”. Click on Process.
This PO will then be available again in the Purchase Order Entry window.
We hope you found this tip useful. Contact CSSI for personalized GP support and training.
Automatically open windows when you log into GP
Do you have a particular window (or windows) that you always open as soon as you log into GP? You can add windows to the Home Page Startup folder and then those windows will automatically open as soon as you log in. You can also automatically open a SmartList, a web page, an external program or file or run a macro.
On the Home Page, right-click on Startup. Select Add then select what you’d like to add.
In this example we’ll add the Sales Transaction Entry window by clicking on Add Window. Scroll down through the list of available windows. Expand Microsoft Dynamics GP then the module (Sales, in the case). Find the window name and select it. Click on Add then Done.
To test it, exit out of GP then log back in. Voila! Your window (or whatever you added) should pop right up.
We hope you found this tip useful. Contact CSSI for personalized GP support and training.
Gather the data you need on one screen with all-in-one views
Here’s how to use GP’s Purchasing, Sales and Inventory All-In-One Views to view all documents related to a particular vendor, customer or inventory item. (Available in the Inquiry section of each page.)
Creating all-in-one views:
The screenshot below shows the Sales All-In-One Views. Here you can see Quotes, Orders, Invoices, Cash Receipts and Credits/Returns for one customer.
Use the “Order by” up and down arrows to change the sort order in each section.
Add or remove a filter in each section by clicking on the filter icons.
Click on the Options button to choose which types of documents you want to display.
Click on down arrow in a box to see more details about that document
Click on a checkox to see all the related documents for that one transaction. In the example below, Quote QTE01025 was checked and we can then see the quote was transferred to Order ORDST2256, which was transferred to Invoice STDINV2311. You can also see the Return and the Payment that were applied to that invoice.
How cool is that???
We hope you found this tip useful. Contact CSSI for personalized GP support and training.
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.
Save Time With GP Recurring Journal Entries
Do you find yourself entering and posting the same general journal entry month after month? You can save these entries in a recurring batch and post the batch each month. Or even post them out into the future (as long as the Financial module is Open for those Fiscal Periods).
Here is how to create a recurring journal entry in Dynamics GP:
Create a batch in Financial > Transaction > Batches
Give the batch a meaningful name and change the Frequency to how often you want the recurring entries to post.
If you enter data in the Recurring Posting field, the batch will automatically be deleted after it’s posted that many times. If you leave it set to zero, the batch will never go away (unless manually deleted).
If you choose Monthly for the Frequency, the posting date of the recurring transaction(s) will increment up by one month each time you post the batch. If you choose Weekly the transaction will increment up by 7 days, etc. If you select Misc you can choose how many days to increment it up by.
You can edit the journal entries at any time
You can see in the Batch Entry window the Last Date Posted and the number of Times Posted
Note: You can also set up a recurring batch for payables and receivables transactions.
We hope you found this tip on how to create recurring journal entries in GP useful! Contact CSSI for personalized GP support and training.
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.
Ever wonder how to clear a range of transactions in GP when doing bank reconciliation? Here’s how:
In the Select Bank Transactions window, click to select the first number to be cleared (indicated by the black arrow). Click on the Select Range button and select Begin Range (or Control-B)
Scroll down the list and select the last number to be cleared. Click on the Select Range button and select End Range (or Control-E)
This will mark all the numbers in your range with an asterisk
Click on the Select Range button again and select Mark (or Control-K)
All the numbers within your range will now be checked in the C (Clear) column.
Saves a lot of clicking!
Now that you know how to clear a range of transactions in GP, we hope it will save you time when doing bank reconciliations.
