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

3. 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.

4. 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.

5. 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.

6. Demo
Required Fields
Date Entry
Data Entry

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

8. 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

9. 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

10. 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.

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

12. 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.

13. 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.

14. 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.

15. Demo
Snipping Tool

16. 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

17. 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

18. 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.

19. 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.

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

21. 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

22. 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

23. Reconcile to GL

24. 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.

25. Demo
Paste Journal Entry
Disallow Account Entry

26. 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

27. 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

28. 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 '&'

29. 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: 

30. 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

31. 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

32. 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?

33. 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

34. 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

35. 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

36. 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

37. 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

38. 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

39. Questions ?

40. THANK YOU