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:

1. Create a batch in Financial > Transaction > Batches
2. Give the batch a meaningful name and change the Frequency to how often you want the recurring entries to post.
3. 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).
4. 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.
5. You can edit the journal entries at any time
6. 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.

We hope this tip is helpful — if you need GP support or training, please contact CSSI’s expert GP consultants!

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.

Are you getting top-notch support from your GP partner? You deserve it! Speak to CSSI’s GP experts today to learn how we can provide expert GP technical support for you and your team. Contact us today.

Changing GP Font Size

Do you have a Windows 10 machine? And are your GP fonts too small? You’re going to spend long hours struggling to read your screen, which will result increasingly in eye pain and frustration. Don’t settle for font sizes which are too difficult to read. Try this!

1. Log out of GP
2. Right-click on your GP desktop icon and select Properties
3. Click on the Compatibility tab
4. Make the changes highlighted below
5. Under Compatibility mode, check the checkbox and change the compatibility to Windows 8 or 7
6. Click on Change high DPI settings and check the “Override high DPI scaling behavior” box

We hope that knowing how to change GP font size is a helpful tip for you. Do you need more GP technical support or help with upgrades? The GP experts at CSSI are here to help. Please contact us to learn how we can help.

Here’s a quick explainer on how to setup GP audit trail code prefixes.

• When you post a batch in one of the subsidiary modules (Payables, Receivables, etc.), it posts to the general ledger and uses an Audit Trail Code for the Financial Batch ID. 
• To find out what the Audit Trail Code prefix represents, go to Microsoft Dynamics GP > Tools > Setup > Posting > Audit Trail Codes.
• Select a module in the Display drop-down list.

Need GP support? We’re here to help! Contact CSSI to discuss how we can help you with GP today.

Wondering how to use GP SmartList Options?

Use this window to set up SmartList Defaults, such as Maximum Number of Records, Default Go To windows and determine which columns are visible, by default, for specific SmartList favorites.

• Go to Administration > Setup > System > SmartList Options
• Select a Category (SmartList folder)
• Default Go To – this is the window that will open when you double-click on a row in this particular SmartList
• Maximum Records – set this to a large number so that you don’t have to remember to change this every time you create a new SmartList Favorite.
• Check or uncheck fields to define the default columns for this list.  Rearrange the columns using the up and down arrows on the right.

Are you or your finance team in need of GP training or support? The experts at CSSI are here to help! Contact us today to learn more about how we can help.

How to scan documents within GP

Are you aware of how easy it is to scan and attach documents to Dynamics GP transactions and master records? This new Document Attachment functionality was added in GP 2013 R2. All you need is a Windows Image Acquisition (WIA) enabled scanner/printer and a little bit of setup.

1. Document Attachment Setup

• To enable Document Attachment, go to Microsoft Dynamics GP > Tools > Setup > Company > Document Attachment Setup
• Check the “Allow Document Attachments” box
• Press the F1 key (or go to Help > About This Window) for more information on the other setup options in this window

2. Using Document Attachment

• Open almost any GP window, select a record then click on the Attach button

• Or, click on the Notes icon then click the paper clip icon here

• Click on the Scan button in the Document Attachment Management window
• If you already have a scanned image of a paper document, you can click on the Attach button to browse to that image file.
• You can then view the status of an attachment by clicking on it to select it then click on the blue arrow to the right of Date. This will show you the date and the time a user has attached, deleted or scanned the image. If, in the setup, you marked to allow a document to flow, this inquiry screen will also show the date and time the document flowed to a transaction.

• Once a record has an attachment, the Attach image changes to this

We hope that this helps with document management! Now that you know how to scan documents within Dynamics GP, is there other support or training which your team needs? CSSI’s team of Dynamics GP experts is standing by to support you. Contact us today to learn more.

Multiple Default Purchase Accounts for Vendors

If you’ve been entering payables transactions in GP, then you probably already know that you can assign a default purchase accounts to each vendor. BUT, did you know that you can assign multiple accounts to a vendor?

Here’s how:

In the Vendor Account Maintenance window, click on the Ellipse button (button with 3 dots) to the right of the Purchases account.

Enter the additional accounts that will used for this vendor and check those accounts that you want to Default on the Transaction.

When you create a payables transaction for this vendor, and go to Distributions, the Default accounts will fill in.  All you need to do is enter the amount for each account.

And, when you click on the lookup icon to the right of Account, all the vendor’s default accounts will appear.  You can change to look up to show All Accounts by clicking on the down arrow to the left of View (in the Accounts lookup window.)

Would your team benefit from GP Training & Education or GP support? Contact CSSI today to speak with our experts!