Getting More out of Microsoft Dynamics GP: 50 Tips in 50 Minutes

1. Getting More out of Microsoft Dynamics GP: 50Tips in 50 Minutes More

2. Keep Up • This session is very fast. • Write down the numbers of the tips that interest you. • Follow up later with hidden detail slides in the presentation like this: • Relax and enjoy.

3. System GL Purchasing and Inventory Sales Reporting Security Support Agenda

4. Explore GP with Area Pages Brighten Things Up with Red Required Fields Clarify Processes with Window Notes Speed Things Up with Quick Links Improve Organization on the Navigation Bar System - Basic

5. System – BasicDetails • Explore GP with Better Navigation • Use the Navigation bar on the left and the Area Pages for each section to better display all the options in Dynamics GP • In the List Views a ribbon style menu bar is available for quick access to information • http://msdynamicsgp.blogspot.com/2009/04/weekly-dynamic-module-homepages-in.html • Brighten Things Up with Red Required Fields • Make required fields stand out on windows • Go to User Preferences on the Home Navigation Bar and click the Display button • In the Required Fields section, set Font Color to Red and Font Style to Bold • http://msdynamicsgp.blogspot.com/2009/07/weekly-review-seeing-red.html • Clarify Processes with Window Notes • Each window has a note icon that stays with that window. Use this for data entry tips specific to your organization • http://msdynamicsgp.blogspot.com/2009/06/dynamics-gp-window-notes.html • Speed Things Up with Quick Links • Use Quick Links on the Home page for fast access to favorite windows, navigation lists, web pages, external apps and files. Make web page shortcut named ---- to make divider lines. • Click the Pencil to edit and select Add or Modify to change. Use Up or Down to change order. • Improve Organization on the Navigation Bar • Reorganize the Navigation Bar for faster access to highly used areas • Click Configure Buttons on the bottom right. Click Navigation Pane Options • Use this to turn buttons on or off and reorder the navigation pane buttons • You can also show more or fewer buttons and add windows, Smartlists, web pages, etc. from the Configure Buttons menu • NEXT: System Intermediate

6. Use List Views for powerful filtering of Trial Balances Get New Benefits from User Classes Take Control with User Classes and Smartlists Open windows on Startup with the Shortcut Bar System - Intermediate

7. System – Intermediate Details • Use List Views for powerful filtering of Trial Balances • Click on a navigation button and choose one of the lists. Filter the list or select records using the checkboxes. Now you can print statements, trial balances for these records. • Get New Benefits from User Classes • With the changes to GP 10 security, User Classes are less important but they are still useful • Roles are still used with Organizational Structures, Smartlists, Field Level Security and Navigation Panes • Think differently about how you organize user classes. Now they can be used independently from security • http://msdynamicsgp.blogspot.com/2009/03/weekly-dynamic-dynamics-gp-10-roles-vs.html • Take Control with User Classes and Smartlists • One option for a new use of classes is for better control of Smartlists • Details here: http://msdynamicsgp.blogspot.com/2009/03/weekly-dynamic-dynamics-gp-10-roles-vs.htm • lSAcan assign a Smartlist, Window, Web Page, etc. to a User Class • All users in the class get the assigned item on their Home Navigation Bar and they can’t delete it • As SA, select a class, right click and select Add. Follow the prompts to add a Smartlist, Window, Web Page, etc. • Open Windows on Startup with the Shortcut Bar • http://msdynamicsgp.blogspot.com/2009/09/weekly-dynamic-show-windows-on-startup.html • NEXT: System Advanced

8. Create Custom Links Copy and Paste Header with Data in SQL Management Studio System - Advanced

9. System - Advanced

10. System - Advanced

11. System – Advanced Details • Create Custom Links • Tools>Setup>Company>Custom Link • The Internet Address field can be a webpage, link to a file on your network, or can start a program on your computer • Copy and Paste Header with Data in SQL Management Studio • SQL Management Studio doesn’t copy headers with data by default. The setting to change this is in Tools | Options | Query Results | SQL Server | Results to Grid |check the box "Include Column headers when copying or saving the results." • http://msdynamicsgp.blogspot.com/2009/10/weekly-dynamic-copy-headings-and-data.html • NEXT: GL Basic

12. And the Answer Is… • How can you print a trial balance for non-consecutive accounts? • Use your scissors and tape • Ask your assistant to spend the afternoon printing separate trial balances • Use the List View to filter your accounts

13. Correct entries that didn’t originate in the GL Control Entry with Allow Transaction Entry Gain Audit Control with Posting Numbers Avoid Budget accidents with the Preliminary button GL – Basic

14. GL – Basic Details • Correct entries that didn’t originate in the GL • By default entries not originating in GL can’t be changed with GL correction entry • This is controlled with a setting in General Ledger Setup “voiding/correcting of subsidiary transactions” • Control Entry with Allow Transaction Entry • Force sub ledger entries by preventing journal entries to certain accounts like AR and AP • Cards->Financial->Account, Key or Lookup Account • Uncheck Allow Account Entry • Gain Audit Control with Posting Numbers • Turn on Posting Numbers for a second GL transaction numbering scheme • These numbers are “gapless” for better audit reporting • Setup->Company->Company, Options. Check “Enable Posting Numbers in General Ledger” • Select to reset by year or period below • These numbers will now appear on posting reports throughout the system including as a option in Smartlists • Avoid budget accidents with the Preliminary button • Clicking Preliminary BEFORE making changes gives you a chance to discard changes, otherwise your options are save and delete – clicking delete will remove the entire budget • NEXT: GL Intermediate

15. Make budget backups by exporting to Excel Get Complete Transactions with Taxes in Journal Entries GL – Intermediate

16. GL – Intermediate Details • Make budget backups by exporting to Excel • Keeping a backup lets you easily restore. • Cards > Financial > Budgets. Select the budget, click the Excel button and choose Export. Save your backups in a secure location. • Get Complete Transactions with Taxes in Journal Entries • GL supports adding taxes to transactions but it’s not turned on by default • Turn it on in Tools->Setup->Company->Company. Click Options. Check “Calculate Taxes in General Ledger” • http://msdynamicsgp.blogspot.com/2009/08/weekly-dynamic-calculate-tax-in-gl.html • NEXT: Purchasing and Inventory Basic

17. And the Answer Is… • How do you prevent someone from posting directly to your accounts receivable control account? • Threats • Coercion • Bribes • Removing the checkmark to Allow Posting

18. Change up Payables with the Edit Check Batch window Speed lookups by moving Closed POs to History Improve Reporting by Properly Closing a Purchase Order Purchasing and Inventory – Basic

19. Purchasing and Inventory – BasicDetails • Change up Payables with the Edit Check Batch window • The new Edit Check Batch window in GP 10 provides another way to adjust AP check batches. Purchasing page > Transactions > Edit Cheque Batch • Speed Lookups by Moving Closed POs to History • Closed purchase orders do not move to history automatically. This should be part of your month end procedures. • Tools>Routines>Purchasing>Remove Completed Purchase Orders. • Improve Reporting by Properly Closing a Purchase Order • Users often change the quantity in a P.O. Line rather than put the un-received difference in Quantity Canceled • This result in incorrect statistics when reviewing vendor performance • Quantity Cancelled should be entered instead to properly understand how well a vendor is performing • http://msdynamicsgp.blogspot.com/2009/10/weekly-dynamic-proper-po-closing.html • NEXT: Purchasing and Inventory Intermediate

20. Move Things Around with In Transit Inventory Transfer Improve Reporting with Purchasing Control Account Management Purchasing and Inventory – Intermediate

21. Purchasing and Inventory – Intermediate Details • Move Things Around with In Transit Inventory Transfer • New in version 10, In-Transit Inventory provides a mechanism to move Inventory between company sites • Allows Transfer documents, site receiving and shipment tracking via web and prevents sale during transfer • Transactions->Inventory->In-Transit Transfer Entry • Improve Reporting with Purchasing Control Account Management • Purchase Control Account Management allows for the temporary allocation of Accounts Payable to a segment of the chart of accounts. Usually this represents a department or division. This is followed by an automatic reversal after month end • Allocation is based on the expense accounts for open AP • This is a Routine that is run at a regular interval like month end • http://msdynamicsgp.blogspot.com/2009/03/weekly-dynamic-control-account.html • NEXT: Purchasing and Inventory Advanced

22. Improve Transparency by Showing Payment Accounts Purchasing and Inventory – Intermediate

23. Purchasing and Inventory – Intermediate Details • Improve Transparency by Showing Payment Accounts • When applying payments as part of an AP or PO related transaction, the payment accounts are rolled up • There is a setting that doesn’t roll up the accounts and makes the transaction easier to understand • To Activate go to Tools->Setup->Company->Company and check “separate payment distributions” • NEXT: Sales Intermediate

24. Prevent Errors with DocDateVerify Smooth Accounts Payable with Scheduled Payments Release Allocated Inventory with Reconcile Purchasing and Inventory – Advanced

25. Purchasing and Inventory – Advanced Details • Prevent Errors with DocDateVerify • Free DocDateVerify utility from MS prevents subledger entry to non-existent fiscal years. • Contact MS or your Partner for a copy. • Smooth Accounts Payable with Scheduled Payments. • Schedule payments can be used to setup regular payments with or without interest for things like loans and leases. • http://msdynamicsgp.blogspot.com/2010/03/weekly-dynamic-payables-scheduled.html • Release Allocated Inventory with Reconcile • Run for one item or all at month / year end to adjust allocated quantities where source document has been removed • Inventory page > Utilities > Reconcile • NEXT: Sales Basic

26. And the Answer Is… • Why is the In-Transit Transfer feature awesome? • Because Marvin said so • It is recommended by 4 out of 5 purchasing agents • Holds inventory in a “transfer” site until it is received at the transfer destination

27. Clean up Customer Accounts with Write Off Documents Control Inventory by Preventing the Sale of Discontinued Items Speed Up AR Aging by NOT Printing the Report Sales – Basic

28. Sales – Basic Details • Clean Up Customer Accounts with Write Off Documents • Sales page > Routines > Write Off Documents • Choose Underpayment or Overpayment and set a write off limit • Debit or credit document is created and applied to the outstanding transactions • Control Your Inventory by Preventing the Sale of Discontinued Items • Discontinued items can be sold until gone by default • Typical advice is to write off items to prevent sale if necessary • A setting can prevent the sale of discontinued items without writing off the items • Turn it on at Tools->Setup->Sales->Sales Order Processing, Options, Uncheck “Allow Sales of Discontinued Items” in the bottom grid area • http://msdynamicsgp.blogspot.com/2009/08/weekly-dynamic-prevent-sale-of.html • Speed Up AR Aging by NOT Printing the Report • AR Aging is a routine run at regular intervals • Turning off the option to print the report after aging can significantly speed up the AR Aging process • http://msdynamicsgp.blogspot.com/2009/08/weekly-dynamic-speed-up-receivables.html • NEXT: Sales Intermediate

29. Speed Up Collections Management with Paid Transaction Removal Sales – Intermediate

30. Sales – Intermediate Details • Speed Up Collections Management with Paid Transaction Removal • With a large number of open transactions, the Collections Management windows can bog down and move slowly • The only solution is to run the Paid Transaction Removal routine • Run the Paid Transaction Removal Routine in Project Accounting first (if applicable) then in AR • Paid Transaction Removal moves paid transactions from Open to History. It does not delete data • http://msdynamicsgp.blogspot.com/2009/09/weekly-dynamic-speed-up-collections.html • NEXT: Bank Reconciliation

31. Deposit Non-Receivables cheques using Enter Receipt Bank Reconciliation

32. Bank Reconciliation 31. Deposit Non-Receivables cheques using Enter Receipt • Use for GST refunds, product rebates • Entering as a Receipt lets you include the item in your bank deposit • Makes bank reconciliation easier! • Transactions > Financial> Bank Transactions > Enter Receipt • NEXT: Canadian Payroll

33. Ease Training with Checklists Canadian Payroll

34. Canadian Payroll • Ease Training with Checklists • Create checklists for payday, monthly, yearly, ROE generation and more • When you use the checklist it timestamps the entry • Tools > Routines > Payroll Canada > Checklists • NEXT: Reporting Basic

35. And the Answer Is… • What feature allows you to safely clear customer balances with small amounts? • Exporting the trial balance to Excel, zeroing the numbers and retotaling • Clear Data • Write Off Documents

36. Distribute FRx Reports Directly as Excel Files for Greater Compatibility Control Smartlist printing with Column widths Quickly Hide Multiple Report Writer Fields with the Properties box Reporting – Basic

38. Reporting – Basic Details • Distribute FRx Reports Directly as Excel Files for Greater Compatibility • In FRx on the Output Tab, Output options, change the default FRx Drilldown Viewer to Formatted Excel • Control Smartlist printing with Column widths • The width of the column on screen in a Smartlist controls the width on the printed page. Shrink these to fit for printing. • http://msdynamicsgp.blogspot.com/2010/01/weekly-dynamic-printing-smartlist.html • Quickly Hide Multiple Report Writer Fields with the Properties Box • It is always recommended to hide fields instead of deleting them • Select the fields you want to hide by holding the Ctrl key and clicking each field • Change the Visibility property in the Properties box by double clicking • NEXT: Reporting Intermediate

39. Get Reporting Flexibility with Excel Report Builder Improve Custom Report Writing with a Table Reference Reporting – Intermediate

40. Reporting – Intermediate Details • Get Reporting Flexibility with Excel Report Builder • If you like the new live Excel reports, you can build your own with Excel Report Builder • Tools->Smartlist Builder->Excel Report Builder • Setup tables and fields • Click Publish to create report, connector and set permissions • http://msdynamicsgp.blogspot.com/2008/03/weekly-dynamicexcel-reports-in-dynamics.html • Improve Custom Report Writing with a Table Reference • Determining the appropriate tables for Dynamics GP can be time consuming using standard GP resource definitions • Use our Excel based Table Reference instead • http://www.box.net/shared/jc90kdsh2k • NEXT: Customizations Basic

41. Get Free Spell Check Functionality In Dynamics GP Personalize Internet Options with Internet User Defined fields Customizations - Basic

42. Customizations – BasicDetails • Get Free Spell Check Functionality In Dynamics GP • WillowWare, a 3rd party vendor, offers free spell check functionality for Dynamics GP • This is a CNK file so it’s an easy install • Registration required • http://www.willoware.com/spellcheck/ • Personalize Internet Options with Internet User Defined fields • The titles for Internet User Defined fields can be changed globally • This allows the use of more than one email or web address throughout the system • Tools->Setup->Company->Company, Click “Internet User Defined” • http://msdynamicsgp.blogspot.com/2009/09/weekly-dynamic-internet-user-defined.html • NEXT: Customizations Intermediate

43. Make Logging on Easier with a Caps Lock is On Warning (VBA) Control Licensing By Preventing Users from Logging In To Multiple Companies (VBA) Reduce Errors with Colored Backgrounds Per Company Resolve issues by turning off Outlook connections Customizations - Intermediate

44. Customizations – IntermediateDetails • Make Logging On Easier with a Caps Lock is On Warning(VBA) • Microsoft offers an unsupported VBA add on that will notify a user if Caps Lock is on during login • http://msdynamicsgp.blogspot.com/2009/07/is-caps-lock-on-when-logging-into.html • Control Licensing By Preventing Users from Logging In To Multiple Companies (VBA) • David Musgrave of Microsoft has provided unsupported VBA code designed to prevent users from logging in more than once • This reduces the number of licenses in use at one time to help control costs • http://blogs.msdn.com/developingfordynamicsgp/archive/2008/08/25/preventing-users-from-logging-into-multiple-companies-example.aspx • Reduce Errors with Colored Backgrounds Per Company • Unsupported add in from Microsoft, the Support Debugging Tool offers an option to change the background color of Windows based on the company. • Useful to ensure entry in the correct company • Support Debugging Tool is available only via the partner at no cost • http://blogs.msdn.com/developingfordynamicsgp/archive/2009/06/05/support-debugging-tool-build-11-released.aspx • Resolve issue by turning off Outlook connections • As great as the Outlook connection is, some companies want to turn it off. • It can be turned off with the Customize This Page link on the Home Page • http://msdynamicsgp.blogspot.com/2006/12/weekly-dynamic-how-to-turn-off-gp-home.html • NEXT: Security Intermediate

45. And the Answer Is… • How many Email Addresses could you store in the Internet User Defined fields? • 1 • One MILLION!!! • 8

46. Understand Security With Information About the Default Security Roles Troubleshoot Security Issues with the Security Profiler Security - Intermediate

47. Security – Intermediate Details • Understand Security With Information About the Default Security Roles • There is a document which lists all the default GP Roles and descriptions of how they are used • It provides a great starting point for working with security • Download it here: http://www.box.net/shared/sgggsvnazv • Troubleshoot Security Issues with the Security Profiler • Part of the Support Debugging Tool • Provides additional security information including who has what access to what window • Tools->Support Debugging Tool->Debugger->Security Profiler ->Tools->Start Manual Logging • Open Forms or Objects and review in Security Profiler Window • Drill Deeper with Security button • http://blogs.msdn.com/developingfordynamicsgp/pages/support-debugging-tool.aspx • NEXT: Support Basic

48. Get Group Help with Social Media – Blogs, Twitter, Facebook, YouTube http://blogs.msdn.com/gp - The Official Blog of Dynamics GP http://DynamicAccounting.net http://blogs.msdn.com/DevelopingForDynamicsGP Search YouTube for Dynamics GP Watch Your Way to Greatness with CustomerSource Online Training Videos Tackle the forums for help https://community.dynamics.com/forums/32.aspx Support - Basic

49. Support – Basic Details • Get Group Help with Social Media – Blogs, Twitter, YouTube • Social Media sites provide additional avenues for support and learning • Watch Your Way to Greatness with CustomerSource Online Training Videos • Login to CustomerSource • Visit Training and Certification on the left • Select eLearning • http://dynamics.microsoftelearning.com/catalog/default.aspx 48. Tackle the Forums for Help • NEXT: Support Intermediate

50. Use Screen Shot Capture and Email from the Support Debugging Tool for Precision Help Show Security Details when access is denied. Support – Intermediate