2010 Dynamics GP Client Conference Microsoft Dynamics GP – Tips, Tricks & Secrets

Microsoft Dynamics GP – Tips, Tricks & Secrets Account Rollup Account Rollups let you consolidate information from various accounts and then be able to drill down into the account details Useful for things like departmental totals with drilldowns. Accounts do not have to be consecutive Rollups can include Actual, Budget and Calculated information Setup new rollups at Inquiry>>Financial>>Account Rollup>>Modify button

Microsoft Dynamics GP – Tips, Tricks & Secrets Clarify Processes with Window Notes Each window has a note icon that stays with that window. Use this for data entry tips or to document processes specific to your organization Avoid lack of documentation, sticky notes, scrapes of paper

Microsoft Dynamics GP – Tips, Tricks & Secrets Fix Auto Complete Auto Complete finishes your entries for you. It’s great until you misspell something and are stuck with it forever To get rid of it, start typing until the error shows up in Auto Complete Right click and hit Remove from List

Microsoft Dynamics GP – Tips, Tricks & Secrets Limit AutoComplete AutoComplete default setting of 10,000 entries is per user, per field. This can have a negative impact on performance over time. Reduce the maximum and set unused entries to clear after 60 days.

Microsoft Dynamics GP – Tips, Tricks & Secrets Build a Quick and Dirty Workflow For simple workflows like check printing, create a folder in the navigation bar at the left. Open the first window for a process and click File>>Add to Shortcuts Repeat this for each window in the process. At the end, you have a folder with all the windows for a process in sequence. This works well for Month End processes as well.

Microsoft Dynamics GP – Tips, Tricks & Secrets Correct entries that didn’t originate in the GL By default entries not originating in GL can’t be changed with GL correction entry Select Tools>>Setup>>Financial>>General Ledger Check the box next to Voiding/Correcting of Subsidiary Transactions

Microsoft Dynamics GP – Tips, Tricks & Secrets Speed up the Correct Journal Entry Screen Looking up Journal Entry corrections is slow because of the number of transactions Apply an index to the table and significantly speed up lookups Boyer can provide a small SQL Script to apply a non-clustered index to the GL20000 and GL30000 tables and this solves the problem

Microsoft Dynamics GP – Tips, Tricks & Secrets Improve Balancing with Allow Account Entry Simply select an account using Cards>>Financial>>Account Select the control account like AP or AR Uncheck the Allow Account Entry Box Hit Save After that transactions have to originate in a subledger to post to that account

Microsoft Dynamics GP – Tips, Tricks & Secrets Prevent 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

Microsoft Dynamics GP – Tips, Tricks & Secrets Speed Up the Receivables Aging Process 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

Microsoft Dynamics GP – Tips, Tricks & Secrets Document Date Verify Avoid posting an AR or AP transaction into a future non-existing fiscal period Contact Boyer for a special software patch that can prevent posting into a future fiscal period that doesn’t exist Easy install, just copy a file into your Dynamics GP directory

Microsoft Dynamics GP – Tips, Tricks & Secrets 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/

Microsoft Dynamics GP – Tips, Tricks & Secrets Prevent Logging on Multiple Times in GP Reduce the number of licenses in use at one time to help control costs Microsoft development group has provided unsupported VBA code designed to prevent users from logging in more than once

Microsoft Dynamics GP – Tips, Tricks & Secrets Reduce Errors with Colored Backgrounds Per Company Unsupported add in tool from Microsoft offers an option to change the background color of Windows based on the company Useful to ensure entry in the correct company Microsoft tool is available only via Partnersource, at no cost Contact a Boyer consultant if you are interested

Microsoft Dynamics GP – Tips, Tricks & Secrets Suppress Dynamics GP Sounds Stop Dynamics GP from generating any sounds Keep your computer from ‘beeping’ when you make mistakes At this line to your Dex.ini file: SuppressSound=TRUE Dex.ini file is typically found the in Data folder under your Dynamics GP code folder: (i.e., C:\Program Files\Microsoft Dynamics\GP\Data)

Microsoft Dynamics GP – Tips, Tricks & Secrets Speed Voucher Entry with Multiple Purchase Lines Use the Additional Vendor Accounts window to specify default posting accounts for vendors Choose the Purchases ellipses button to open the Additional Vendor Accounts window from the Vendor Accounts window Reduce errors during voucher entry with multiple default accounts

Microsoft Dynamics GP – Tips, Tricks & Secrets Copy a P.O. Transactions>>Purchasing>>Purchase Order Entry, Actions>>Create>>Copy New PO Select parts/lines to copy and press Copy Fast, easy, flexible

Microsoft Dynamics GP – Tips, Tricks & Secrets Backup! Backup Need I say more?

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