RG Connect 2017 Microsoft Dynamics GP Tips and Tricks May Prepared by Valerie Huffman and Sheri Carney

Transcription

1 RG Connect 2017 Microsoft Dynamics GP Tips and Tricks May Prepared by Valerie Huffman and Sheri Carney 600 SW 39 th Street, Suite 250 Renton, WA

2 Contents GLOBAL TIPS Default Printing Destination Preference Accent Required Fields Help Icon Date Field Launch Batch Window Create Shortcuts to Commonly Used Windows... 6 GENERAL LEDGER TIPS How Long Will the Year End Close Take? How to Reprint the Year End Closing Report Post to a Closed Year Reverse Closed Fiscal Year Net Amount Field for Account Transactions SmartList Combine Budgets Reprint Posting Journal Clear Recurring Amounts The Resource Group s GL Copy/Paste BANK RECONCILIATION TIPS Clear for a Different Amount Clear Range of Checks Speed Checkbook Register Inquiry FIXED ASSETS TIPS Asset Group ID Master Asset ID Default Asset ID from Class Fixed Asset Transfer of GL Account Reverse Depreciation PAYABLES MANAGEMENT TIPS Doc Date Verify Forgot to Assign a Vendor as 1099? Modify Columns in Edit Payables Check Batch Default Summary View Page 2 of 33

3 28. Close Payables Timely for Accurate SmartList YTD Fields Alter Due Date After Posting RECEIVABLES MANAGEMENT TIPS Locate Customer by Document Number in Cash Receipts Write-off in Apply Sales Documents Customer Combiner and Modifier RM Transaction Unapply Tools Waive Finance Charges RESOURCE TIPS System Requirements Feature of the Day Designated Resource Group Help Desk Inbox The Resource Group Help Desk Direct Line Microsoft Support Line Microsoft Support for Cloud Customers Page 3 of 33

4 GLOBAL TIPS 1. Default Printing Destination Preference If you want GP to recognize your preferred method of printing by default, you can define your preference by going to MICROSOFT DYNAMICS GP-USER PREFERENCES. 2. Accent Required Fields MICROSOFT DYNAMICS GP-USER PREFERENCES If you are working in a window that you use often, it is not always clear which fields are required entry. You can solve this by changing your User Preferences call attention to required fields in all screens. Go to and click on Display to define the appearance of required fields. Page 4 of 33

5 3. Help Icon One of the most useful features In Dynamics GP is the Help Icon. Located on every screen, the Help Icon launches a wealth of information specific to the window in which you clicked it. It not only provides a summary about the window, but also gives a description for every field and button on that window. 4. Date Field There is an easy way to enter dates quickly in any Date Field in GP. Simply enter the number representing the day and GP will fill in the month and year based on the user date. 5. Launch Batch Window When you are finished entering transactions, you may want to print a Batch Edit Report to review the transactions. You can quickly move from any Transaction Entry Window to the Batch Entry window by clicking the blue arrow next to the Batch ID field. Page 5 of 33

6 6. Create Shortcuts to Commonly Used Windows *This tip provided by: Tsige Takele (Seattle Goodwill) Dynamics GP makes it easy to create Shortcuts for commonly used windows. Open the window for which you would like to create a Shortcut. Click FILE-ADD TO SHORTCUTS. The Shortcut you created will now show up in the top left of your Navigation Pane of your Home Screen. Page 6 of 33

7 GENERAL LEDGER TIPS 7. How Long Will the Year End Close Take? If this is the first time you have performed a General Ledger year end close in GP, you may be unaware of the amount of time required for the year end process to complete. The close could take anywhere from 30 seconds to four hours or more, depending on the amount of data. It is suggested that users stay logged out of the database being closed, in case anything happens to require a restore from backup. Therefore, it is handy to know how long it is your users will need to be logged out, or if instead it may be necessary for you to run the close in the evening or on a weekend to prevent downtime. To determine how long the close will take, restore a backup of your current data into a test company, and then run the close on that test company. That way no one will need to log out (and in addition you can use the test run to verify there are no other unforeseen issues popping up!). You may need the assistance of your IT department to do the restore, or you can make an appointment with The Resource Group to assist with this as well. 8. How to Reprint the Year End Closing Report This is one report in Microsoft Dynamics GP that cannot be reprinted. However, if you do end up needing to reprint this report, the work around is to take the backup that was made just prior to your year-end close, restore it into a test company, and then process the close again this time being sure to print or save to file the Year End report. 9. Post to a Closed Year GP allows posting to the most recent closed year in addition to all open years. Two settings to check: Financial Page SETUP-FINANCIAL-GENERAL LEDGER Make sure the Allow: Posting to History box is checked. Page 7 of 33

8 Administration Page SETUP-COMPANY-FISCAL PERIODS Make sure the correct period box for the Financial module is unmarked. Posting will result in two journal entries one to post the entry and one to close to history. 10. Reverse Closed Fiscal Year Financial Page ROUTINES-FINANCIAL-YEAR-END CLOSING Make a backup prior to reversing the year. After the reversal completes, go to Financial Page UTILITIES-FINANCIAL-RECONCILE and reconcile all Open years, starting with the year just opened. Page 8 of 33

9 11. Net Amount Field for Account Transactions SmartList *This tip provided by: Tom Stewart (Goodwill of the Olympics and Rainier Region) Not everyone is a SmartList Builder guru, but one very quick and easy thing to do is to add a Net Amount field to the existing Financial-Account Transactions object in SmartList. It basically takes Debit minus Credit, providing one column of transaction values with the correct sign for debit/credit. This facilitates pivot tables, audit schedules, and other uses without having to do the formula EVERY TIME in Excel. This is a quick and easy modification to the most used out-ofthe-box SmartList! SmartList FINANCIAL Account Transactions Click on the Modify button Click on the Calculations button Click on the Add button Field Name = Net Amount Field Type = Currency Double click on the Account Transactions in the Fields list Double click on the Debit Amount field Add a minus sign Double click on the Credit Amount field Click on Save Click on OK Save This column can then be added to your existing Account Transactions object either as a default or it can be added to favorite views. Page 9 of 33

10 12. Combine Budgets Financial Page CARDS-FINANCIAL-BUDGET Combine multiple budgets that have been imported into GP to one Master budget in GP. Open the main/master budget in GP and select the Combine Budgets button at the top of the window. In the Combine with Budget ID field, select the budget you would like to merge into this master budget. Click on the Process button at the top left of the window. 13. Reprint Posting Journal Financial Page REPORTS-FINANCIAL-CROSS REFERENCE Choose Journal Entry for the Report and click on New Page 10 of 33

11 Name the Option, check to Include Posting Accounts, select Year and insert Journal Entry number 14. Clear Recurring Amounts Financial Page TRANSACTIONS-FINANCIAL-BATCHES Select a recurring batch. This will clear all debits and credits once the journal is posted, maintaining the account number setup for each line of the next journal so that the actuals can be entered. Page 11 of 33

12 15. The Resource Group s GL Copy/Paste Financial Page TRANSACTIONS-FINANCIAL-BATCHES Click on the Additional button and choose TRG Excel GL Integration. Fill in Batch ID, Transaction Date and JE Reference. Copy data from Excel and click on Paste in GP. Click on Error Log and fix any errors. Click on Integrate to create batch in GP. Page 12 of 33

13 BANK RECONCILIATION TIPS 16. Clear for a Different Amount Financial Page TRANSACTIONS-FINANCIAL-RECONCILE BANK STATEMENT Select a Checkbook ID, enter the Bank Statement Ending Balance and appropriate dates then click on the Transactions button to open the Select Bank Transactions window. Mark the transaction that needs to be cleared, and then click on the expansion arrow to the right of the Payment or Deposit column accordingly, which will open the Cleared Amount Entry window to allow the editing of the Cleared Amount. Page 13 of 33

14 Enter the Cleared Amount as reported by the bank. Click on Actions-OK when done. Enter an Adjustment to account for the Cleared Difference Page 14 of 33

15 17. Clear Range of Checks Financial Page TRANSACTIONS-FINANCIAL-RECONCILE BANK STATEMENT Select a Checkbook ID, enter the Bank Statement Ending Balance and appropriate dates then click on the Transactions button to open the Select Bank Transactions window. To clear a range of checks, mark the cleared box for the first check in the sequence then click on the Select Range button at the top right of the window and choose Begin Range. Next, mark the cleared box for the last check in the sequence then click on the Select Range button again and choose End Range. Note that all checks in the range will then have an asterisk to the left showing they are part of the selected range. Page 15 of 33

16 Now select the Select Range button again and choose Mark. This will check the cleared box for all checks in the range. Page 16 of 33

17 18. Speed Checkbook Register Inquiry Financial Page INQUIRY-FINANCIAL-CHECKBOOK REGISTER If the Checkbook Register Inquiry window is slow pulling data up for your Checkbook ID, try entering a Date Range first and then selecting the Checkbook ID. Page 17 of 33

18 FIXED ASSETS TIPS 19. Asset Group ID Financial Page TRANSACTIONS-FIXED ASSETS-SELECT ASSETS You can create and maintain Asset Groups to make bulk changes to a group of assets, i.e. mass depreciation, mass transfers, mass retirement, etc. Click New Group on the Select Assets Window, then give your new group a name. Page 18 of 33

19 Highlight the Group and Click Search to specify criteria to add Assets to the group. You can use up to five criteria to select Assets for your group. There are many options from which to choose, including User Defined fields. Then Click the Search button. Page 19 of 33

20 A list of Assets will populate based on your Search criteria. You may further refine your selection by Marking or Unmarking Assets within your selection. Click OK when you are satisfied with the Assets selected for your Group. You will now be able to use this Group to make mass transactions by Asset Group ID. Page 20 of 33

21 20. Master Asset ID Financial Page CARDS-FIXED ASSETS-GENERAL The Master Asset ID is a great way to group related Assets or Assets that represent a component of a larger Asset. You can then use the Master Asset ID in reports to track this grouping of Assets. You might set up a Master Asset ID for a Manufacturer Item Number, so you can track all Dell Optiplex 3040 model desktop computers in your organization. Alternatively, you may want to group together Assets that are located together for use, such as the monitor, computer, and printer for a specific user or located in a specific location. Page 21 of 33

22 You may also use the Master Asset ID to track Assets that represent a component part of another Asset. In this case, you would create an Asset record to represent the whole, and assign this as the Master Asset ID for all of the component parts. 21. Default Asset ID from Class Financial Page SETUP-FIXED ASSETS-CLASS You can opt to assign your Asset ID by Class. Like in other modules, you can create an incrementing value for each successive Asset that you add for that class. 22. Fixed Asset Transfer of GL Account Financial Page TRANSACTIONS-FIXED ASSETS-TRANSFER The Transfer window for Fixed Assets can be used for more than just transferring Assets from one location to another. You can also use it to move the GL accounts if an asset has been going to the wrong account or if you have reorganized your chart of accounts. Page 22 of 33

23 Pull up the Asset in question and click the blue arrow next to G/L Accounts. Change the Account Number in the Expand Transfer pop up window, Save, and then Click Transfer. 23. Reverse Depreciation Financial Page ROUTINES-FIXED ASSSETS-DEPRECIATE We all make mistakes and GP has made it easy to fix mistakes of depreciation. Just as you can Depreciate Assets in bulk, so too can you Reverse depreciation en masse. In the Depreciation window, check the Reverse depreciation box, enter the date to which you want to roll back and select the book(s) you want to reverse, and then click the Depreciate button. Page 23 of 33

24 PAYABLES MANAGEMENT TIPS 24. Doc Date Verify Professional Service Tools Stop allowing transactions to be posted to the year 2117! When Doc Date Verify is activated and a document date is entered in any of the applicable transaction entry windows, a check will be performed to determine whether the document date is in a valid fiscal period or if the period is closed. A message will be displayed for the user to correct the date if the date is not valid the user will not be allowed to continue until the date is corrected! 25. Forgot to Assign a Vendor as 1099? Purchasing Page UTILITIES-UPDATE 1099 INFORMATION Prior to processing, make sure to make a backup and also verify there is a specific Vendor ID entered into the restrictions box at the bottom of the window Page 24 of 33

25 26. Modify Columns in Edit Payables Check Batch Purchasing Page TRANSACTIONS-EDIT CHECK BATCH Click on the Columns button at the top right to modify columns to exchange Voucher Number for Document Number and add Original Amount. Page 25 of 33

26 27. Default Summary View Purchasing Page SETUP-PAYABLES This will give pertinent information in the Vendor Yearly Summary Inquiry window: Page 26 of 33

27 28. Close Payables Timely for Accurate SmartList YTD Fields Purchasing Page ROUTINES-YEAR END CLOSE Process as close as possible as to when the last invoices/payments of the year have been posted and prior to posting any invoices/payments for the new year. 29. Alter Due Date After Posting Purchasing Page TRANSACTIONS-EDIT TRANSACTION INFORMATION Page 27 of 33

28 RECEIVABLES MANAGEMENT TIPS 30. Locate Customer by Document Number in Cash Receipts If you do not know the Customer ID for a cash payment, you can locate the Customer ID by entering the document number for which the payment is being submitted. 31. Write-off in Apply Sales Documents Sales Page TRANSACTIONS-APPLY SALES DOCUMENTS From time to time, you may receive a cash payment in an amount that is slightly less than the amount of the Invoice against which it should be applied. You can choose to Write-off this amount at the same time that you apply the Sales Document, which will bring the Document Amount Remaining to zero. Page 28 of 33

29 32. Customer Combiner and Modifier A long time ago, in a GP far, far away, PSTL was required to change a Customer ID. Microsoft made this task easier by including the Customer Combiner and Modifier under the Sales Utilities. Sales Page CUSTOMER COMBINER AND MODIFIER Enter the information according to the changes you want to make. When you click Process, GP will prompt you to make a backup of your company database before you make changes. DO NOT ignore this warning! If you have been proactive and have already backup up the company database, simply click the Continue button. Page 29 of 33

30 33. RM Transaction Unapply Tools This handy tool allows you to unapply Receivables documents that have been moved to history. It will also move those documents back to open status. From there you can make any adjustments and you can reapply as needed. Be sure to back-up your company database prior to making changes. To use this tool, open the Professional Services Tools Library (PSTL) from the Navigation Pane and click PSTL Main Setup. Select the radio button next to RM Transaction Unapply and click Next. Enter the Customer ID and simply uncheck the documents you wish to Unapply. Page 30 of 33

31 You will get a pop-up asking if you are sure. Choose the Report Only option first so that you can see what the document is applied against and verify it is, indeed, the change you want to make. Page 31 of 33

32 If you are confident in your selection, then repeat the process of unchecking the correct payment and this time choose Unapply. You will again be prompted to print the Unapplied Documents Report, but this time it will have a Warning at the top that the records have been unapplied. 34. Waive Finance Charges Sales Page TRANSACTIONS-POSTED TRANSACTIONS Enter the Customer ID, Document Type, and choose the correct Document Number. Click the Waive button. You will be required to enter the password associated with waiving Finance Charges. Page 32 of 33

33 RESOURCE TIPS 35. System Requirements Feature of the Day Designated Resource Group Help Desk Inbox 38. The Resource Group Help Desk Direct Line (425) Microsoft Support Line (888) Microsoft Support for Cloud Customers (800) Page 33 of 33