What is GP’s Named Printers Feature?

The Named Printers feature allows you to default certain reports to certain printers and/or printer drawers.  Instead of having to remember to select the correct printer for different reports, have GP automatically send those reports to the correct printer.

For instance, if you keep paper in one drawer of a printer and checks in a second drawer of that printer, you can use Named Printers to tell GP to automatically pull from the second printer drawer when printing checks.

To set up Named Printers, go to Microsoft Dynamics GP > Tools > Setup > System > Named Printers.

The first time you open Named Printers, you will be prompted to enter a unique Machine ID.  You can accept the default machine ID.

You must first assign a printer as the Default.

You can then set up different Printer IDs assigned to different printers.

Once you have your Printer IDs created, you can then assign reports to these printers by clicking on the Assign button.

The Printer Class options are:

• System: Printer IDs assigned to the System class will be available to all combinations of users and companies. This selection is best for general purpose printers loaded with plain paper.
• User: Printer IDs assigned to a User class will be available to only a single user for all companies. Use this selection for printers that are only accessible to certain people.
• Company: Printer IDs assigned to a Company class will be available to all users for a single company. Select this option for documents that are printed on forms with the company name preprinted on them.
• User & Company: Printer IDs assigned to a User & Company class will be available only to a specified user and company combination.
• Any Printer ID: If you select Any Printer ID, you can choose from any available printer ID set up on the workstation when you print the report. You can’t assign a printer to this task in the Assign Named Printers window.
• Manual Selection:   If you select Manual Selection, you will not assign a printer to the task. Instead, when you print the report, the operating system’s Print Setup window will open, and you can choose the printer and printer settings.
• None: This is the default selection, indicating that you haven’t selected a printer for the task.

This setup must be done at each workstation that will use Named Printers.

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Create Extra Sorting & Lookup Options in GP

Did you know that in GP, you can add extra sorting and lookup options for a user to access quickly without needing to go into Custom Sort?  Advanced lookup fields are available on 14 Lookup windows, and you can add up to 4 additional fields.

We’ll use Customer Lookup for example.   Go to the Customer Maintenance Window (Sales > Cards > Customer).  Select the Lookup icon to go to the Customers and Prospects window.

On the Customers and Prospects window select the down arrow next to Additional Sorts.

This will display the current sort options available.

The next step is to add a “by Custom Sort”.  Find the setup for Additional Sorts by going to Microsoft Dynamics GP > Tools > Setup > Company > Advanced Lookups.  This will open the Advanced Lookups Setup window.  Select the Lookup Name to be modified.

Select the Field(s) you would like to add as a “Sort by” option.  The description is editable so you can change the description.  Note below where the field User Defined 1 has had the description changed to be more meaningful.  Save the changes made to the lookup.

The next time you go to the Customer lookup window, the Additional Sorts will be available for use.

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GP Tip: Dynamic Dates Ranges in your Report Options and SmartLists

Are you always hard coding dates into report options at the end of each month?  You can eliminate that step by using dynamic date ranges.  Use them in any GP report that uses an As Of date or a date range, or in a SmartList Search.

Values available in reports are: Enter Date, Current Date, Beginning of Month, End of Month, Beginning of Period, End of Period, Beginning of Previous Month, End of Previous Month, Beginning of Pervious Period, End of Previous Period, Beginning of Calendar Quarter, End of Calendar Quarter, Start of Calendar Year and End of Calendar Year.

And in the SmartList Search window. 

Values available in the SmartList Search are “Beginning of” and “End of”:  Week, Month, Period, Quarter, Calendar Year and Fiscal Year.  Or “Current Date”.

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General Ledger Mass Modify

Mass Modify is a tool that can help you quickly create, update, or renumber large groups of General Ledger accounts all at once.

You can generate many new GL accounts based on existing ones using:

• Segment (change one segment across a range)
• Range (copy a block of accounts)
• Mask (replace part of an account number)
• Wildcard (select accounts based on patterns)

This is useful when:

• Adding a new department
• Rolling out new natural accounts
• Creating new cost centers

NOTE: Before using this tool, be sure to have a current backup!

To copy a range of accounts:

1. Go to Financial > Cards > Mass Modify
2. Select Copy in the Modify field
3. Enter the range of accounts you want to modify in the From and To fields
4. In the New Account Mask, enter the new segment number
5. For Display, choose Selected Range to show the range of accounts to be copied
6. Click on Modify to complete the process
7. The fields in the window will be cleared when the process has been completed

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Document Attachments in GP

Are you aware of how easy it is to attach documents to GP transactions and master records?  Document Attachment functionality was introduced in GP 2013 R2 and has gotten more robust in later releases.

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, 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.

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GP Tip: Taking Non-Qualifying Vendor Discounts

As you know, GP will only automatically deduct vendor terms discounts if you are paying invoices before or on their discount dates.

You can also take discounts AFTER the discount date by checking “Take Non-Qualifying Discounts” box in the Build Payment Batch window.

This option is not available if you mark the Exclude Expired Discounts from Payments option in the Payables Management Setup window (shown below) or for a purchasing prepayment batch.

Another helpful option in the setup window above is “Allow Summary Post to Checkbook for EFT/CC”.  This feature was added in GP 18.5.  It allows you to post EFT and credit card AP payment batches to the bank reconciliation in a lump sum, rather than as individual amounts.  This makes bank reconciliation much easier because these amounts most likely appear on your bank statement as a total amount.

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Creating a List of Unreconciled Bank Transactions in Dynamics GP?

Here is an easy way to create a SmartList of unreconciled Bank Transactions. Go to Microsoft Dynamics GP > SmartList. In SmartList, navigate to Financial > Bank Transactions. Select the option with the asterisk.

Click on Columns and then the add button to add the columns that you would like to appear in the SmartList. Click OK when you are finished.

Next, click on the Search icon. Add the restrictions to the SmartList. Set the checkbook ID equal to your checkbook ID, set Voided equal to no and set Reconciled equal to No. Then click OK.

This will give you the list of unreconciled transactions. Click on Favorites and give your report a name. Then click Add > Add Favorite.

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Printing Separate Checks to Vendors, One Check Per Invoice

Have you ever had the need to print separate checks to one vendor, one check per invoice?  GP provides three different options for doing this.

1. If you want to always print one check per invoice for this vendor, go to Vendor Maintenance, select the Vendor, click on Options, and changed the setting highlighted below.

2. If you use the Build Payment Batch window, there is a “One Payment Per” option.  You can select Use Vendor Option, which will look at each vendor’s option shown in method # 1 above.  Or you can select “Invoice”, which will create one payment per invoice (for all vendors in this “Build”).

3. Use different Remit To address IDs in AP invoices.  When you enter an invoice in Payables Transaction Entry, you can change the Remit-To ID.  Each Remit-To ID will receive a separate check.  For example, if you enter three AP invoices for the same vendor, with each invoice containing a different Remit-To ID, then that vendor will receive three checks.

That’s it!

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Copy/Paste General Journal Entries from Excel

This is an oldie but goodie.  Simplify journal entries by copying and pasting into GP from Excel.

1. Set up the Excel Spreadsheet with four columns in this order:

a. Account Description, Account, Debit Amount, Credit Amount
b. Add a row for each line of data entry and create a balanced General Journal entry

2. Select and copy the data from the Excel spreadsheet.  Do not copy the column headings.

3. Open the Financial Transaction Entry Window by going Financial > Transaction > General

• Create a Batch ID (Optional)
• Enter the Transaction Type (Standard or Reversing)Enter the Transaction Date
• Source Document Code will default
• Enter Reference
• Currency ID will default

4. Place the cursor in the Account field and click on the Paste option at the top of the menu bar

5. The paste action will populate the journal entry

6. Save the transaction in a batch or Post

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GP Tip: Dynamics GP Posting Setup

Did you ever wonder why you sometimes have batches that need to be posted in the General Ledger even when your posting setup is set to “Post Through General Ledger Files”?   The first “Post Through General Ledger Files” checkbox setting will automatically post transactions assigned to a batch through the General Ledger.   The second “Post Through General Ledger Files” checkbox will automatically post transactions through the General Ledger at the transaction level, meaning transactions will be posted to the GL even if they are not assigned to a batch.

The transaction level Post Through General Ledger Files setting is available on the following posting setup windows:

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