Colin Pich & Cale Tanguay GP Tips and Tricks Presented by Colin Pich & Cale Tanguay

Date Entry in GP You only have to enter in the day of the month that you are in and GP will automatically fill in the rest of the date, so the month and the year are automatically populated. Same goes for the month, you only have to enter in the day and the month of the year that you’re in and GP will automatically fill in the year. The month and year that are populated will pull from your system date.

Put Down the Mouse! Use Tab to move to the next cell Use Shift+Tab to move to the previous cell Cycling through drop-downs, use the first letter of the word. Discover GP keyboard shortcuts.

Required Fields You can change the look of required field titles for a quick visual indicator of which fields are required to be populated in any particular window. Go to User Preferences from the Microsoft Dynamics GP Menu. Select Display and then change the required fields Font Color and Style.

Demo Required Fields Date Entry Data Entry

Homepage Customization Customize Toolbar Customize Shortcuts Customize Quick Links Intelligent Cloud Insights Add Panes To Do, Time Management, My Reports

Adding Shortcuts to GP Homepage If you have a window that you use often, you can add a shortcut to the GP homepage so that you can access it as soon as you login. Open desired window then click File  Add to Shortcuts

Add Shortcuts to Programs & Websites You can make GP your central hub for navigating to any external webpage or program. Right click on the Homepage Navigation Pane and select Add  Add Web Page Right click on the Homepage Navigation Pane and select Add  Add External Shortcut

Keyboard Shortcuts To pull up any GP window at the press of a button assign it a shortcut key. Right-click on your shortcut from the GP homepage and select Shortcut Properties. Then assign the keystroke from the Keyboard Shortcut drop down.

Demo Adding GP Shortcuts Adding External Shortcuts Keyboard Shortcuts Customizing GP Homepage

Create a Test Company It would be beneficial for all companies to have a test company. Useful for training, where new users can get used to the system without processing live data. Restore live to test to help in the investigation and correction of discrepancies. Can perform functions such as Check Links or Reconcile to see what the effects are before performing them in the live company.

GP Support Tips The more information the better. Mention which company the issue is occurring in. Mention which users are being affected. Use appropriate urgency. Include screenshots. Use Snipping Tool.

Use GP Help From any GP window click Help  About This Window The Fields and Buttons link tells you exactly what every field or button in a window does.

Demo Snipping Tool

PSTL Tools Window which lets you perform a myriad of processes and activities in GP. Accessed from the Navigation Pane. RM Unapply Function Customer Modifier Doc Date Verify

Sending System Messages You can send a broadcast message out to all users in the system, or just a select few. Useful for communicating when issues are discovered and people need to stop processing. Tools  Utilities  System  Send Users Message

Exclude Inactive Vendors & Customers You can exclude inactive vendors and customers from your lookups to make searching easier. Use the View Options drop down from any lookup and choose the Exclude Inactive Customers option.

Setting Up New User with Copy Feature Can copy the user access and user security from one user to another. Choose Copy Settings from top menu of User Setup window.

Demo PSTL Tool Sending System Message Setting Up New User with Copy Feature

Copy & Paste Journal Entry from Excel It’s possible to copy and paste a prepared journal entry from excel into GP. Spreadsheet must be in Description, Account, Debit, Credit format

Reconcile to GL This is an excel based tool that can help in the investigation of discrepancies. Shows where there is an entry that’s in the GL but not in the sub ledger or in sub ledger but not in the GL. Can run it for the Inventory, Receivables, Purchasing and Financial modules. Tools  Routines  Financial  Reconcile to GL

Reconcile to GL

Prevent Account Entry to GL Accounts To disallow entry to a control account. AR, AP, Bank & Inventory Go to Financial  Cards  Account Allow Account Entry checkbox.

Demo Paste Journal Entry Disallow Account Entry

Closing Specific Functions – Mass Close Administration >> Setup >> Company >> Fiscal Periods Typically we use the Fiscal Periods window to close modules at month/year end There are buttons to 'Open All' and to 'Close All' periods in the year There is also a button titled 'Mass Close' in the bottom-right corner TIP - this button allows you to close specific functions rather than close an entire module for any given period

Account Rollup Inquiry You may have several accounts that you always analyze in combination Account rollup inquiry allows you to specify how you would like to rollup accounts for viewing Allows up to 4 columns and you may include: Actuals Budget Previous Year  Other Currency Calculated

GP Account Categories for Management Reporter (MR) The Account Category is a required field in GP and considered a dimension in MR meaning you may report on account categories in MR GP has 48 built-in account categories, but you may create custom account categories to meet your needs from a financial reporting perspective MR will not allow categories to contain symbols - don't use '&'

Smartlist Export Functions Do you often export Smartlists to Excel in order to format your data? Are you performing the same changes in Excel over and over? Macro – automated input sequence that imitates keystrokes or mouse actions...typically used to replace a repetitive series of keyboard and mouse actions and are common in spreadsheet and word processing applications                                              Source: https://www.techopedia.com/definition/3833/macro

Smartlist Export Functions Export a Smartlist to Excel Developer >> Record Macro, remember the name you provide Perform all the tasks you would typically perform with the data Developer >> Stop Recording Delete everything so the workbook appears as it did when exported (e.g. delete new sheets, pivot tables)* Delete the exported data* Save the workbook as an Excel Macro-Enabled Workbook                    * Alternatively, record a macro to clear all data

Smartlist Export Functions In the Smartlist window, select Smartlist from the toolbar then Export Solutions Name your export solution Select the file you saved Enter the name of the macro in the Completion macro field Ensure the application is Excel Mark the Smartlist(s) for use with the macro you recorded Click Save

Macros in GP Have you ever spent an hour doing mindless, repetitive typing in the system to insert or update records? Did you know that GP allows macros to be recorded and played in GP? You may use Word's mail merge feature to take a simple macro and repeat it using your data For example, what if I wanted to change all my customer address records to UPPERCASE?

Write-offs for Accounts Receivable Sales >> Routines >> Write Off Documents Writeoff Type: Underpayments & Overpayments Create one writeoff per customer or document Allows a writeoff $ limit and a cutoff date Range for customer ID, name, class ID, and customer type Compatible with National Accounts  Ability to preview writeoffs prior to processing

Write-offs for A/R .         Sales >> Routines >> Write Off Documents Type:           Overpayment or Underpayment Create one write-off per:           Customer or Document Write-off Limit by amount Cut-off Date and customer ranges Preview to pick & choose          prior to processing

AP cheque batch creation When creating a batch of cheques consider using due dates to determine which invoices should be included in your batch Be aware of automatically applying existing unapplied payments, credit notes, and returns

Zero Dollar Cheques When using the Select Payables Cheques window there is an 'automatically apply existing unapplied' section that marks all checkboxes by default If applying results in a zero-dollar cheque (i.e. total of unapplied transactions exceeds total invoices) then a zero- dollar cheque will be included in your batch It will not actually print a cheque, but will print a remittance

SSRS - Benefits Free reporting tool Large number of out-of-box reports Updates automatically when opening or by refreshing data Does not use a GP session to pull or work with the data Reports may be shared with users who have proper SQL credentials Quick – you don’t need to run a Smartlist then export to Excel Very powerful and highly customizable (e.g. parameters) Subscriptions for distribution

Refreshable Excel Reports - Benefits Free reporting tool Large number of out-of-box reports Updates automatically when opening or by refreshing data Does not use a GP session to pull or work with the data Reports may be shared with users who have proper SQL credentials Quick – you don’t need to run a Smartlist then export to Excel It’s Excel – you may utilize all tools in Excel with your data

Questions ?

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