1. DIY GP Maintenance
Paul Johnson

2. Backups/Disaster recovery
Backups are saved as .bak files and usually saved to D or E GPBackups folder.
Backups are run once per day and we usually keep a few days worth of backups.
.bak files should be backed up by your IT departments to tape or external backup.
Should have some plan to monitor backups and ensure they are happening daily. (example shortcut on your desktop to the GPBackups location)
DIY GP Maintenance

3. DEMO – Backup location
DIY GP Maintenance

4. Checklinks
Causes data in related database tables to be examined against each other for consistency
Can take a significant amount of time, depending on data size and processing power. (example turning on multicurrency and running checklinks and multicurrency setup)
Ensure you have a backup prior to running checklinks.
Let finish once started
Save output to file for review.
DIY GP Maintenance

5. Reconcile
Reconcile also compares data in corresponding tables and makes adjustments if needed.
Example if a value on a summary trial balance report doesn’t match the corresponding totals on a detailed trial balance, The appropriate reconcile will recalculate the values of the summary trial balance based on the detailed records in the detail table
Usually used to fix summary records
Demo Checklinks and reconcile
DIY GP Maintenance

6. DEMO – Checklinks and reconcile
DIY GP Maintenance

7. Professional Tools 37 free tools
Some tools require you to be logged in as sa or user with create permissions
Always do a full backup of your system before using the PSTL tools
DIY GP Maintenance

8. Professional tools - System Tools
Database disabler
Allows sa user to disable any company database
Shortcuts Copy
Copy shortcuts from one user to another
Update User date
User date changes at midnight each day. GP must be running and open
DIY GP Maintenance

9. Professional tools - Financial & purch.
Account modifier/Combiner
Change previous account number into new account numbers
Minimum PO/Receipt Number
Prevent PO from defaulting to the next PO Number or Receipt Number
POP cost defaulter
Specify the default cost for a purchase order document
Payables Minimum Check
Set a minimum amount for your payables checks within the select checks process
DIY GP Maintenance

10. Professional tools - Sales.
SOP PO number check
SOP PO number check to verify the customer PO number field for duplicates as data is entered
Sales Order processing – Customer Item lookup
Store specific ordering history, as well as the last invoice date and last price used. View info from SOP entry and Sales Item detail windows.
Receivables Management Transaction unapply
Enables you to unapply document in history tables and automatically move the records back to the open table. You can then reapply records as needed
DIY GP Maintenance

11. Professional tools - Inventory & Misc.
Item Description modifier
Item Number combiner
Inventory site combiner
Fixed Asset modifier
Reclass an asset code. Update all tables in system with the change
Default add Item POP/SOP
When activated it will automatically mark the add item selection In the options menu
DIY GP Maintenance

12. DEMO – Professional tools
DIY GP Maintenance

13. GP Security Model
Access to windows, reports, sql tables, etc assigned to tasks in GP
Task names start with (card_, rpt_, INQ_, ADMIN_)
Roles are made up of tasks and are what is assigned to a user
Never Modify the out of the box roles. As there could be replaced on an upgrade.
Copy an existing role and assign to users
Modified Reports ID is assigned to a user.
Determines if a user is going to print a modified report or the out of the box report. Also determines if a user is pointed to a modified form or the out of the box form.
DIY GP Maintenance

14. Demo – Setup User in GP, mgmt. reporter and SSRS
DIY GP Maintenance

15. Support Requests Prophet web page (http://www.prophet.ca)
Click on Submit Support Request in top right hand corner.
We have someone monitoring between 8:30 am and 4:30 pm Mon-Fri.
Response time is usually 30 minutes. (acknowledgement)
Incident is created in our internal ticket system and assigned to an appropriate resource.
DIY GP Maintenance

16. CustomerSource
erica/GP
CustomerSource provides you with access to resources such as self-help tools, product updates, community forums, training, documentation and online newsletters to help you optimize your use of your Microsoft Dynamics product
Administrator can manage employees in customersource
DIY GP Maintenance

17. CustomerSource
If you’re registered for Microsoft Dynamics GP, you have the ability to access this information.
One user will be a CustomerSource Administrator so they will have the ability to add new users from your organization (here is a link with information for adding new users)
If you have any difficulties accessing CustomerSource, any member of Prophet’s team may assist.
DIY GP Maintenance

18. GPShare What is it? Shared folder that all GP users need access to
Includes Reports, forms folders which hold the reports.dic file.
File is accessed when users print reports
Has products folder, scripts folder, and prophet working files folder
Consistent from client to client so that consultants know where to find things. (reduces your cost)
DIY GP Maintenance

19. Demo – GPShare
DIY GP Maintenance

20. Errors in GP and fixes Cannot access this report
You may encounter an error indicating you cannot access a form or report because the dictionary containing it is not loaded.
Could be an issue with drive mapping. Try and use UNC mapping where possible.
DIY GP Maintenance

21. Errors in GP and fixes You do not have permission
Contact system administrator and indicate what window you are trying to open.
Check roles assigned to users and tasks.
DIY GP Maintenance

22. Errors in GP and fixes Processes are currently running
There are various reasons why you may encounter this message.
Be patient can check the resource monitor.
DIY GP Maintenance

23. Errors in Management reporter
Issues when logging into Mgmt reporter. Unable to connect to server
Ensure user is setup as user in mgmt. reporter security as viewer, generator or administrator
Ensure the management reporter service is running on the server
DIY GP Maintenance

24. GP Power Tools 3rd party Add-on Company based color schemes
Help with Security troubleshooting
Roll out dex.ini setting changes to all workstations
Users can customize window positions and sizes based on how they use the system
Lots of other tools
DIY GP Maintenance

25. Demo – GP Power tools
DIY GP Maintenance

26. Questions?
DIY GP Maintenance