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Home > Business & Other > Enterprise Resource Planning > Microsoft Dynamics GP 2016 Cookbook
Microsoft Dynamics GP 2016 Cookbook
Microsoft Dynamics GP 2016 Cookbook

Microsoft Dynamics GP 2016 Cookbook: Over 100 powerful and effective recipes to help you solve real-world Dynamics GP problems

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Microsoft Dynamics GP 2016 Cookbook

Chapter 2. Organizing Dynamics GP

In this chapter, we will look at:

  • Speeding up account entry with account aliases
  • Cleaning account lookups by removing accounts from lookups
  • Gaining visibility with horizontal scroll arrows
  • Streamlining payables processing by prioritizing vendors
  • Getting clarity with user-defined fields
  • Developing connections with Internet User Defined fields
  • Controlling reporting with account rollups
  • Remembering processes with an ad hoc workflow
  • Improving financial reporting clarity by splitting purchasing accounts
  • Speeding up lookups with advanced lookups
  • Going straight to the site with web links

Introduction

Dynamics GP provides a number of features to better organize the overall system and improve its usefulness for all users; these recipes are designed for the use of administrators rather than typical users. This chapter is designed to demonstrate how to implement and fine-tune these features to provide the most benefit.

Speeding up account entry with Account Alias

As organizations grow up, the chart of accounts tends to grow larger and more complex as well. Companies want to segment their business by departments, locations, or divisions; all of this means that more and more accounts get added to the chart and, as the chart of accounts grows, it gets more difficult to select the right account. Dynamics GP provides the Account Alias feature as a way to quickly select the right account. Account aliases provide a way to create shortcuts to specific accounts, which can dramatically speed up the process of selecting the correct account. We'll look at how that works in this recipe.

Getting ready

Setting up account aliases requires a user with access to the Account Maintenance window.

To get to this window perform the following steps:

  1. Select Financial from the Navigation pane on the left. Click Accounts on the Financial area page under Cards. This will open the Account Maintenance window.
  2. Click the lookup button...

Cleaning account lookups by removing accounts from lookups

A consequence of company growth is that the chart of accounts grows and account lookups can get clogged up by the number of accounts on the system. While the general ledger will stop showing an account in a lookup when the account is made inactive, other modules will continue to show these inactive codes.

However, Dynamics GP does contain a feature which can be used to remove inactive account from lookups; this same feature can also be used to remove accounts from lookups in series where the account should not be used, such as a sales account in the purchasing or inventory series.

How to do it…

Here we will see how to remove inactive accounts from lookups.

  1. Open Financial from the Navigation pane on the left. In the main area page, under Cards, select Account.
  2. Enter, or do a lookup for, the account to be made inactive and removed from the lookups:
    How to do it…
  3. Check the Inactive checkbox.
  4. Press and hold the Ctrl key and click on each of the lines...

Gaining visibility with horizontal scroll arrows

A consequence of company growth is that not only does the chart of accounts grow larger and less intuitive, but the actual length of account numbers tends to grow longer as well. Companies want to be able to report by account, department, location, and so on, which results in a proliferation of segments added to the main account number and can create very long accounts. Dynamics GP can accommodate an account number as long as 66 characters. The longest I've seen used in practice was 27 characters and even that was unwieldy. Most users only need a portion of that length for their day-to-day work.

This presents a problem because very long account numbers won't fit into the account number field on most screens. For this recipe, we'll look at how Dynamics GP provides a solution to this in the User Preferences area.

How to do it…

Here we'll see how to increase the visibility of long account numbers:

  1. On the Navigation pane...

Streamlining payables processing by prioritizing vendors

Management of vendor payments is a critical activity for any firm; it's even more critical in difficult economic times. Companies need to understand and control payments and a key component of this is prioritizing vendors. Every firm has both critical and expendable vendors. Paying critical vendors on time is a key business driver.

For example, a newspaper that doesn't pay their newsprint supplier won't be in business long. However, they can safely delay payments to their janitorial vendor without worrying about going under.

Dynamics GP provides a mechanism to prioritize vendors and apply those priorities when selecting which checks to print. That is the focus of this recipe.

Getting ready

Setting this up first requires that the company figure out who the priority vendors are. That part is beyond the scope of this book. The Vendor Priority field in Dynamics GP is a three-character field, but users shouldn't be seduced...

Getting clarity with user-defined fields

Throughout Dynamics GP, maintenance cards typically include at least two user-defined fields. User-defined fields can be renamed in the setup screen for the related module. This provides a great mechanism to add in special information. We'll take a look at a typical use of a user defined field in this recipe.

How to do it…

For our example, we'll look at using a user-defined field to rename the User-Defined1 field to Region in Customer Master:. To do so use the following steps:

  1. From the Navigation pane select Sales. In the Sales area page under Setup click Receivables and then, finally, the Options button.
  2. In the User-Defined 1 field type Region and click OK to close each window:
    How to do it…
  3. Back on the Sales area page, click Customer under the Cards area. On the bottom left above User-Defined 2 is the newly named Region field, ready to be filled in:
    How to do it…

How it works…

Changing the field name only changes the display field; it doesn't change...

Introduction

Dynamics GP provides a number of features to better organize the overall system and improve its usefulness for all users; these recipes are designed for the use of administrators rather than typical users. This chapter is designed to demonstrate how to implement and fine-tune these features to provide the most benefit.

Speeding up account entry with Account Alias

As organizations grow up, the chart of accounts tends to grow larger and more complex as well. Companies want to segment their business by departments, locations, or divisions; all of this means that more and more accounts get added to the chart and, as the chart of accounts grows, it gets more difficult to select the right account. Dynamics GP provides the Account Alias feature as a way to quickly select the right account. Account aliases provide a way to create shortcuts to specific accounts, which can dramatically speed up the process of selecting the correct account. We'll look at how that works in this recipe.

Getting ready

Setting up account aliases requires a user with access to the Account Maintenance window.

To get to this window perform the following steps:

  1. Select Financial from the Navigation pane on the left. Click Accounts on the Financial area page under Cards. This will open the Account Maintenance window.

  2. Click the lookup button (the...

Cleaning account lookups by removing accounts from lookups

A consequence of company growth is that the chart of accounts grows and account lookups can get clogged up by the number of accounts on the system. While the general ledger will stop showing an account in a lookup when the account is made inactive, other modules will continue to show these inactive codes.

However, Dynamics GP does contain a feature which can be used to remove inactive account from lookups; this same feature can also be used to remove accounts from lookups in series where the account should not be used, such as a sales account in the purchasing or inventory series.

How to do it…

Here we will see how to remove inactive accounts from lookups.

  1. Open Financial from the Navigation pane on the left. In the main area page, under Cards, select Account.

  2. Enter, or do a lookup for, the account to be made inactive and removed from the lookups:

  3. Check the Inactive checkbox.

  4. Press and hold the Ctrl key and click on each of the lines in...

Gaining visibility with horizontal scroll arrows

A consequence of company growth is that not only does the chart of accounts grow larger and less intuitive, but the actual length of account numbers tends to grow longer as well. Companies want to be able to report by account, department, location, and so on, which results in a proliferation of segments added to the main account number and can create very long accounts. Dynamics GP can accommodate an account number as long as 66 characters. The longest I've seen used in practice was 27 characters and even that was unwieldy. Most users only need a portion of that length for their day-to-day work.

This presents a problem because very long account numbers won't fit into the account number field on most screens. For this recipe, we'll look at how Dynamics GP provides a solution to this in the User Preferences area.

How to do it…

Here we'll see how to increase the visibility of long account numbers:

  1. On the Navigation pane on the left, select Home.

  2. Click...

Streamlining payables processing by prioritizing vendors

Management of vendor payments is a critical activity for any firm; it's even more critical in difficult economic times. Companies need to understand and control payments and a key component of this is prioritizing vendors. Every firm has both critical and expendable vendors. Paying critical vendors on time is a key business driver.

For example, a newspaper that doesn't pay their newsprint supplier won't be in business long. However, they can safely delay payments to their janitorial vendor without worrying about going under.

Dynamics GP provides a mechanism to prioritize vendors and apply those priorities when selecting which checks to print. That is the focus of this recipe.

Getting ready

Setting this up first requires that the company figure out who the priority vendors are. That part is beyond the scope of this book. The Vendor Priority field in Dynamics GP is a three-character field, but users shouldn't be seduced by the possibilities...

Getting clarity with user-defined fields

Throughout Dynamics GP, maintenance cards typically include at least two user-defined fields. User-defined fields can be renamed in the setup screen for the related module. This provides a great mechanism to add in special information. We'll take a look at a typical use of a user defined field in this recipe.

How to do it…

For our example, we'll look at using a user-defined field to rename the User-Defined1 field to Region in Customer Master:. To do so use the following steps:

  1. From the Navigation pane select Sales. In the Sales area page under Setup click Receivables and then, finally, the Options button.

  2. In the User-Defined 1 field type Region and click OK to close each window:

  3. Back on the Sales area page, click Customer under the Cards area. On the bottom left above User-Defined 2 is the newly named Region field, ready to be filled in:

How it works…

Changing the field name only changes the display field; it doesn't change the underlying field name in...

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Page 1 of 13

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Key benefits

  • Switch to Dynamics GP 2016 to take advantage of improved cloud support, workflow enhancements, and a more intuitive user experience
  • Understand the various tips and tricks to master Dynamics GP, and improve your system’s stability in order to enable you to get work done faster
  • Discover how to solve real-world problems in Microsoft Dynamics GP 2016 with easy-to-understand and practical recipes

Description

The latest release of Dynamics GP 2016 offers a powerful, adaptable, and cloud enabled enterprise accounting software solution. The new version has experienced changes in serviced-based architecture, workflow, existing functionalities, and the introduction of plenty of new features. This book will help you get the most out of Dynamics GP quickly and effectively. This book picks up where implementation training leaves off. Whether you are new or experienced, you will find useful recipes to improve the way you use and work with Dynamics GP. The book starts with recipes designed to enhance the usefulness of Microsoft Dynamics GP by personalizing the look and feel of the application. Most of the recipes are designed to give you tips for a typical installation of Dynamics GP, including core financials and distribution modules. The book then moves through recipes that include automating Dynamics GP to allow users or administrators to focus on value adding tasks, connecting Dynamics GP to Microsoft Office, exposing hidden features in Dynamics GP, PowerBI, and much more!

Who is this book for?

The book is for Dynamics GP users or Dynamics GP partners. It assumes that you have a basic understanding of business management systems and Microsoft Dynamics GP.

What you will learn

  • Explore the new enhancements in Dynamics GP 2016
  • Personalize Microsoft Dynamics GP to improve accessibility and efficiencies
  • Maintain Dynamics GP and ensure proper operation of the system using optimum processes
  • Efficiently organize Microsoft Dynamics GP to improve processes
  • Leverage the power of SmartLists using proven tips and techniques and undocumented search functionalities
  • Connect Microsoft Dynamics GP 2016 to Microsoft Office 2013
  • Enhance the usability of Microsoft Dynamics GP with hacks
  • Expose the hidden features in Microsoft Dynamics GP to improve efficiency and get more from the system
  • Deploy and use the Support Debugging tool to trace, locate, and resolve problems encountered by users
  • Explore PowerBI and how it can be used with Dynamics GP 2016
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Publication date, Length, Edition, Language, ISBN-13
Publication date : Aug 24, 2016
Length: 376 pages
Edition : 1st
Language : English
ISBN-13 : 9781786463401
Vendor :
Microsoft
Category :
Business & Other
Concepts :
Enterprise Resource Planning
Tools :
Dynamics GP

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Publication date : Aug 24, 2016
Length: 376 pages
Edition : 1st
Language : English
ISBN-13 : 9781786463401
Vendor :
Microsoft
Category :
Business & Other
Concepts :
Enterprise Resource Planning
Tools :
Dynamics GP

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Table of Contents

14 Chapters
1. Personalizing Dynamics GP Chevron down icon Chevron up icon
1. Personalizing Dynamics GP
Introduction
Personalizing the home page by selecting the right role
Improving visibility by setting required fields to bold and red
Further personalizing the home page by customizing the layout
Speeding up access to data with Quick Links
Rearranging navigation to make it easier
Managing personal reports with My Reports
Viewing open items with Task List
Accessing accounts faster with Favorites in lookups
Cleaning up the mess by fixing AutoComplete errors
2. Organizing Dynamics GP Chevron down icon Chevron up icon
2. Organizing Dynamics GP
Introduction
Speeding up account entry with Account Alias
Cleaning account lookups by removing accounts from lookups
Gaining visibility with horizontal scroll arrows
Streamlining payables processing by prioritizing vendors
Getting clarity with user-defined fields
Developing connections with Internet User Defined fields
Controlling reporting with account rollups
Remembering processes with an ad hoc workflow
Improving financial reporting clarity by splitting purchasing accounts
Speeding up lookups with advanced lookups
Going straight to the site with web links
3. Automating Dynamics GP Chevron down icon Chevron up icon
3. Automating Dynamics GP
Introduction
Copying security from an existing user
Using Reminders to remember important events
Controlling reporting dates with beginning and ending periods
Speeding up entry by copying an inventory item
Automating processes with macros
Getting early warnings with Business Alerts
Splitting AP across departments automatically with Control Account Management
Speeding document delivery with e-mail
Relating or linking items for suggested sales
Automatically post cash receipt deposits
Simplifying statement delivery with print remaining documents
4. Leveraging New and Updated Features in Dynamics GP Chevron down icon Chevron up icon
4. Leveraging New and Updated Features in Dynamics GP
Introduction
Take the company offline for maintenance
Copying and pasting journals from Excel
Budget Import Exception reporting
Enhanced GL Year-End Closing
Fix cross-company mistakes by voiding intercompany transactions
Improving cross-company visibility with Intercompany Journal inquiries
EFT Format Enhancements
Expanding payment options with credit card payment runs
Merging records with Customer Combiner and Modifier
Modifying Sales Order Ship To Address
Getting a complete view with All-In-One View
Tracking serial and lot numbers on drop ship POs
Selecting multiple serial or lot numbers
Intercompany asset transfer
Historical depreciation report
Fixed Assets Batches
Improve year-end with the Fixed Asset Year-End Closing Report
Purchase requisitions
Gaining efficiency by printing or e-mailing any report with Word templates
Attaching documents to records
5. Exposing Hidden Features in Dynamics GP Chevron down icon Chevron up icon
5. Exposing Hidden Features in Dynamics GP
Introduction
Controlling Posting Dates when not posting by batch
Reducing posting steps with better Printing Control
Improving information with Tax Dates in transactions
Gaining the option to process taxes in general ledger
Changing the Remit-To Address on a Payables transaction after posting
Understanding an asset's financial information with Asset Details
Speeding up entry by copying a purchase order
Getting control of printing with Named Printers
Speeding up month-end processing with the Reconcile to GL functionality
Improving budget creation with Combine Budgets
Controlling POs with prepayments
Gaining flexibility with Inventory Tolerance Handling
Creating Fixed Assets with a default ID
Avoid creating Payables Invoices when a PO already exists
6. Improving Dynamics GP with Hacks Chevron down icon Chevron up icon
6. Improving Dynamics GP with Hacks
Introduction
Using comments without needing a comment name
Keeping the chart of accounts clean by reactivating Account Segment warnings
Reducing licensing needs by preventing multiple company logins
Turning on more features with the Dex.ini settings
Tackling self-assessed taxes such as Use Tax with the Reverse Tax functionality
Correcting a lost password by resetting the system password
Getting greater journal entry control by clearing recurring batch amounts
7. Preventing Errors in Dynamics GP Chevron down icon Chevron up icon
7. Preventing Errors in Dynamics GP
Introduction
Preventing posting errors by managing Batch Date
Reducing out of balance problems with Allow Account Entry
Ensuring entry in the correct company by warning about test companies
Protecting Dynamics GP with key security settings
Providing clean vendor information by properly closing Purchase Orders
Preventing account selection errors with segment names
Ensuring proper year-end closing by checking Posting Types
Preventing sales of discontinued inventory
Correcting errors by backing out, correcting, and copying journal entries
8. Harnessing the Power of SmartLists Chevron down icon Chevron up icon
8. Harnessing the Power of SmartLists
Introduction
Changing the Favorites pane size and visibility
Sorting data to get the information you want
Improving information returned with SmartList Search
Tailoring SmartLists by adding fields
Renaming fields for clarity
Speeding up access to information with SmartList Favorites
Controlling data with SmartList record limits
Getting warnings with SmartList alerts
Controlling access by sharing or restricting SmartList Favorites
9. SmartList Designer Chevron down icon Chevron up icon
9. SmartList Designer
Introduction
Creating a new SmartList
Creating a new SmartList from a SQL View
Adding a filter to a SmartList
Exporting a SmartList object
Importing a SmartList object
Creating a refreshable Excel report from a SmartList
10. Connecting Dynamics GP to Microsoft Office 2016 Chevron down icon Chevron up icon
10. Connecting Dynamics GP to Microsoft Office 2016
Introduction
Building analyses by exporting SmartLists to Microsoft Excel
Getting fine-grained control of Excel Exports from Navigation lists to Excel
Improving reports by sending SmartLists to Word
Communicating with customers using Letters from Microsoft Word
Skipping the exports by using pre-built Excel reports
Delivering the goods with Excel-based dashboards
Reporting on any Dynamics GP data with direct Excel connections
Importing data with Microsoft Word and a Dynamics GP macro
Getting fine-grained control of Excel Exports from SmartList
Gaining flexibility by printing documents with Microsoft Word
11. Maintaining Dynamics GP Chevron down icon Chevron up icon
11. Maintaining Dynamics GP
Introduction
Speeding up Navigation lists by disabling Business Analyzer
Preventing entry to wrong dates by closing periods
Improving performance by adjusting AutoComplete settings
Cleaning up Accounts Receivable with Paid Transaction Removal
Providing correct tax information by updating 1099 information
Maintaining updated code by rolling down service packs with Client Updates
Improving stability by managing dictionaries
Safeguarding data by backing everything up
Resolving errors with the Check Links utility
Speeding up login by clearing the Menu Master table
Validating balances with the Reconcile utility
Troubleshooting issues with a DexSQL.log file
12. Extending Dynamics GP Professional Services Tools Library Chevron down icon Chevron up icon
12. Extending Dynamics GP Professional Services Tools Library
Introduction
Replicate settings and data to a new company with Company Copy
Duplicate data between companies using Master Triggers
Merge records with Combiner
Change data using Modifier
Using Customer Name Modifier
Set a minimum PO/receipt number
Preventing date errors with Doc Date Verify
13. Modern Business Intelligence for Dynamics GP Chevron down icon Chevron up icon
13. Modern Business Intelligence for Dynamics GP
Introduction
Activating OData for better external analysis
Secure OData to control access
Connecting OData to Excel for Business Intelligence
Connecting GP to Power BI with OData
Adding Power BI to the home page in Dynamics GP
Index Chevron down icon Chevron up icon
Index

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Mastering PostgreSQL 15
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Jan 2023 522 pages
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101 UX Principles – 2nd edition
101 UX Principles – 2nd edition
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May 2022 454 pages
Full star icon 4.7 (60)
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Workflow Automation with Microsoft Power Automate, Second edition
Workflow Automation with Microsoft Power Automate, Second edition
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Aug 2022 424 pages
Full star icon 4.3 (36)
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About the authors

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Profile icon Grieve
Grieve
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Ian Grieve is a Microsoft Most Valuable Professional for Microsoft Dynamics GP. He is also a certified Dynamics CRM consultant, specializing in the delivery of Microsoft Dynamics GP. He is the ERP Practice Manager at Perfect Image Ltd., a Microsoft partner, and VAR in the North-East of England, where he is responsible for the delivery, by his team, of all Dynamics GP projects. Ian has worked with Microsoft Dynamics GP since 2003, and over the years, he has dealt with all aspects of the product's life cycle, ranging from presales, implementation, technical, and functional training post go-live support to subsequent upgrades and process reviews. Ian is the author of Microsoft Dynamics GP 2013 Financial Management by Packt Publisihing and Microsoft Dynamics GP Workflow 2.0 and Implementing the Microsoft Dynamics GP Web Client by azurecurve Publishing. He is also the co-author of Microsoft Dynamics GP 2013 Cookbook by Packt Publisihing. Additionally, he has produced the Microsoft Dynamics GP Techniques online learning course and was the technical reviewer for several books on Microsoft Dynamics CRM published by Packt Publishing, including Microsoft Dynamics CRM 2011 Cookbook. In his spare time, Ian runs the azurecurve blog, Ramblings of a Dynamics GP Consultant (http://www.azurecurve.co.uk), which is dedicated to Microsoft Dynamics GP and related products. The most recent offshoot of running his blog is that Ian has started writing plugins to extend the functionality of the blogging platform, WordPress. A new site, azurecurve Development (http://development.azurecurve.co.uk), contains information about his plugins.
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Profile icon Polino
Polino
Mark Polino is CPA, with additional certifications in financial forensics (CFF) and information technology (CITP). He is a Microsoft MVP for Business Solutions and a GPUG All Star who has worked with Dynamics GP and its predecessors since 1999. He works as the Director of Client Services for Fastpath, and he runs the DynamicAccounting.net website dedicated to all things Dynamics GP. He is a regularly featured speaker at Dynamics GP related events. This is Mark's tenth book, and his seventh GP related book with Packt Publishing. His work includes eight technology-focused books and two novels. He is also the author of the best-selling Microsoft Dynamics GP 2010 Cookbook, the spin off Lite edition, and a co-author for updated GP 2013 and 2016 editions, all from Packt Publishing.
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Shipping Details

USA:

'

Economy: Delivery to most addresses in the US within 10-15 business days

Premium: Trackable Delivery to most addresses in the US within 3-8 business days

UK:

Economy: Delivery to most addresses in the U.K. within 7-9 business days.
Shipments are not trackable

Premium: Trackable delivery to most addresses in the U.K. within 3-4 business days!
Add one extra business day for deliveries to Northern Ireland and Scottish Highlands and islands

EU:

Premium: Trackable delivery to most EU destinations within 4-9 business days.

Australia:

Economy: Can deliver to P. O. Boxes and private residences.
Trackable service with delivery to addresses in Australia only.
Delivery time ranges from 7-9 business days for VIC and 8-10 business days for Interstate metro
Delivery time is up to 15 business days for remote areas of WA, NT & QLD.

Premium: Delivery to addresses in Australia only
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Premium: Delivery to most Indian addresses within 5-6 business days

Rest of the World:

Premium: Countries in the American continent: Trackable delivery to most countries within 4-7 business days

Asia:

Premium: Delivery to most Asian addresses within 5-9 business days

Disclaimer:
All orders received before 5 PM U.K time would start printing from the next business day. So the estimated delivery times start from the next day as well. Orders received after 5 PM U.K time (in our internal systems) on a business day or anytime on the weekend will begin printing the second to next business day. For example, an order placed at 11 AM today will begin printing tomorrow, whereas an order placed at 9 PM tonight will begin printing the day after tomorrow.


Unfortunately, due to several restrictions, we are unable to ship to the following countries:

  1. Afghanistan
  2. American Samoa
  3. Belarus
  4. Brunei Darussalam
  5. Central African Republic
  6. The Democratic Republic of Congo
  7. Eritrea
  8. Guinea-bissau
  9. Iran
  10. Lebanon
  11. Libiya Arab Jamahriya
  12. Somalia
  13. Sudan
  14. Russian Federation
  15. Syrian Arab Republic
  16. Ukraine
  17. Venezuela