Huddle Up for GP Tips and Tricks

Presented By: Tracey Wright

Agenda

Kickoff your Dynamics GP inquiries

• Customer Payment Summary Inquiry• Sales Document Range Inquiry• Purchase Receipts Inquiry/Report

Smartlist – inquiry, report, dashboard – hike!

Lookup the playbook with Smartfill

Get to the end zone faster with macros and hot keys

Changing up the roster - Chart of Accounts – Modifier, MDA, Categories

“I need a quick customer balance owing”• Often we do a Transaction

by Customer Inquiry or an Aged Trial Balance report

Customer Payment Summary Inquiry• Shows total owing• Hyperlink on aging

buckets for detail• Shows average days to

pay• Shows last payment date • Add Quick Link to home

page or button on toolbar for quick access

“How are our sales for this month?”

• Smartlist – Receivables or Sales Transactions• Reports• Sales Analysis Reports -

Receivables Transaction List• Sales Analysis Reports – SOP

Document Analysis

Sales Document Range Inquiry

• Quick total of posted and/or unposted sales• Can filter by customer,

document type, date range, salesperson and more• Can purchase items for

orders with backordered quantities

“What is the unit cost on my invoice?”• The Sales Transaction

Entry window shows Current Cost if using FIFO inventory• The real unit cost follows

the FIFO valuation method at time of posting

Purchase Receipts Inquiry/Report

• Current cost = $50.00• FIFO cost = $75.15 for the

next item sold

• Inventory>Inquiry> Receipts• Inventory>Reports >

Activity > Purchase Receipts

Smartlist

“Inquiry on steroids”

• Search any field • Do field comparisons

Custom reporting no technical skills required

• Add columns for any field in Dynamics GP• Sort data, grab top results

Dashboard to drive the work you need to do by using Go Tos

Smartlist – Inquiry

• Search for what you know• Vendor ID/Name• Part of a document number• Dollar amount “out”

Smartlist – Build Easy Reports

Smartlist – Build Working Dashboards• Use Go To to navigate and manage

your transactions such as open purchase orders

Smartfill

• Lookup for customers, vendors, items, GL accounts, employees, • Enter part of the name

and hit “tab” to get a short list

Making Smartfill better

• Change the display• Change the search fields

Tools > Setup > Smartfill > Objects

Smartfill

Customer Search… Improved!

Smartfill

Item Search… Improved!

Macros and Hot Keys

• Record your keystrokes and mouse clicks and play them back• Use it to speed up data

entry• Does it take 5 clicks to

pull up an inquiry or print a report? Record it!• Assign the macro to a hot

key

Recording a Macro

Click the Tools button in the Ribbon in any window > Macro > Record

• Tip: To share your macro with others save in a shared location

Select a file location and name for your macro

Record your keystrokes and mouse clicks

Tools > Macro> Stop Record

Assign Macro to Hot Key

• Create a shortcut in the navigation bar on the home page• While creating the

shortcut, assign a hot key to the macro

Change up the chart of accounts

• Do you add new accounts for every project you do or vehicle you buy to track details?• Is updating your financial

statements a nightmare?

Changer

MultiDimensional Analysis

Account Categories

MultiDimensional Analysis (MDA)

• Track details of expenses without expanding the chart of accounts to another segment• Useful for projects,

vehicles, buildings, salespeople• Can generate reports from

GP but not from Management Reporter

MultiDimensional Analysis

• Create the Analysis Groups (projects, vehicles, etc)• Create the Analysis

Account Defaults • When the GL code is used

in sales or purchasing, you can assign an Analysis Code ID to the distribution line

Account Modifier/Combiner

• Professional Tools• Change the account

number or combine accounts• Must be

logged in as the ‘sa’user

Account Modifier/Combiner

• Specify old account and new account• If both old and new exist –

it combines the two accounts• Changes all work, open

and history transactions that contain this account

Account Categories

• Create summarized financial statements using Account Categories• In MR Report Designer >

Row Formats, specify the account category on the line, rather than GL account number or range