microsoft dynamics gp - bdo it solutions€¦ · microsoft dynamics gp 50 tips andkd tricks 8th...

MICROSOFT DYNAMICS GPd k50 Tips and Tricks

8th Annual BDO Connections Conference

Agnieszka Parent / Lisa Pallasch11 June 2013


Thank you to our GOLD sponsors:

MICROSOFT DYNAMICS GPMICROSOFT DYNAMICS GP50 Tips and Tricks

SystemSystemSmartListsFinancialsFixed AssetsFixed AssetsPurchasingSalesInventoryInventoryCanadian Payroll


2Thank you to our GOLD sponsors:


System:System:• Quick Links• F1• Printable Manuals• Printable Manuals• Right Click Functionality• Clean up of Auto Complete/Limit Auto Complete

Metrics• Metrics• Quick Workflow• Speed Date Entry

Hot Keys• Hot Keys• Customizing the Toolbar• Reprinting Posting Journals




System:System:• Quick Links

- Control your day to day activity without having to leave GP by adding all of you external programs and webpage links to your Quick Links on your Home Page- Right click on “Quick Links” section




System:System:• F1

- Help on the go, available on, and custom tailored for, every window in GP- Click the “F1” key to get help on any window and navigate through the fields, windows and

buttons




System:System:• Printable Manuals

- PDF formats for all modules in GP- Click on the “?” Button on the top right of your home page and scroll down to the Printable

Manuals menu option and then select the manual you would like to view/print/save




System:System:• Right Click Functionality

- Undo, cut, copy, paste etc at the click of a button – GP2010 - On most text input fields, just right-click and select your menu option




System:System:• Clean up of Auto Complete/Limit Auto Complete

- Auto Complete is great, until you misspell something and are stuck with it in your drop down list, now you can get rid of it- When you see a misspelled or no longer required Auto Complete listing, simply right-click on it

and select “Remove from list”- GP comes with a default Auto Complete setting of 1,000 listings, per user, per field which can be

too much and may negatively impact performance over time. Limit this to fewer entries and by having them clear after 60 days of inactivityhaving them clear after 60 days of inactivity- MDGP User Preferences Auto Complete




System:System:• Metrics

- Display multiple metrics on your home page and drill down into an SSRS report




System:System:• Quick Workflow

- Build a quick workflow for your frequently performed functions – like a cheque run- In your Navigation Pane, right-click and add a new folder and name it, then right-click and add

the first GP window in the process, and continue until all windows are in the folder




System:System:• Speed Date Entry

- Use the day key to enter the day within the current month- In any date field enter the day number within the current month: ie – entering 23 would give

us June 23rd, 2013




System:System:• Hot Keys

- Use hot keys for one key access into your frequently used windows- Home Page Right Click in Short Cut area




System:System:• Customizing the Toolbar

- You can customize the toolbar at the top of the screen to include shortcuts to the areas in Dynamics GP you use the most

- Items you don’t need on your tool bar related to other tasks, remove them- You can change the names of the shortcuts and customize to show not just icons but helpful text

too- This toolbar will show up no matter where you are in Dynamics GP




System:System:• Reprinting Posting Journals

- You can reprint posting journals from most modules




SmartList Builder Excel Builder and SmartLists:SmartList Builder, Excel Builder and SmartLists:• Duplicating with SmartList Builder• Excel Report Builder• Rename SmartList Columns • Rename SmartList Columns • Sorting by column• Improve Lookups with SL Favourites• SmartList Options• SmartList Options




SmartList Builder Excel Builder and SmartLists:SmartList Builder, Excel Builder and SmartLists:• Duplicating with SmartList Builder

- Do you need a SmartList that holds a lot of the same information as one you’ve already built? Just duplicate! This will save you a ton of time- Enter a new SmartList ID and go to:

Options Duplicate




SmartList Builder Excel Builder and SmartLists:SmartList Builder, Excel Builder and SmartLists:• Excel Report Builder

- Much like SmartList Builder, Excel Report Builder allows you to pull data from all tables in GP and publish directly to an Excel file. Best part? It’s live, so the data can be refreshed in the Excel file

h h h f Gwithout having to push it from GP- MDGP Tools SmartList Builder Excel Report Builder




SmartList Builder Excel Builder and SmartLists:SmartList Builder, Excel Builder and SmartLists:• SmartLists - Rename SmartList Columns

- Customize your SmartList to make sense for you and your business by renaming the columns- Open a SmartList and click “Columns”, change a column name in the “Display Name” column

and save the SmartList as a favourite




SmartList Builder Excel Builder and SmartLists:SmartList Builder, Excel Builder and SmartLists:• SmartLists - Sorting by Column

- Much like in Excel, you can sort your data by column by clicking on the column header




SmartList Builder Excel Builder and SmartLists:SmartList Builder, Excel Builder and SmartLists:• SmartLists - Improve Lookups with SmartList Favourites

- Employees may work with subsets of accounts, vendors, customers or jobs, build favourites that will produce only the data you’re interested in




SmartList Builder Excel Builder and SmartLists:SmartList Builder, Excel Builder and SmartLists:• SmartList Options

- SmartList defaults can be defined in the SmartList Options window- Choose the Category you wish to set defaults for (this is the SmartList object name)- Ability to edit defaults for:

- Go To- Maximum Records- Columns DisplayedColumns Displayed- Match Case

- Go to Administration Setup System SmartList Options




Financial:Financial:• Correcting Journal Entries• Copying GL Distribution References• Mass Close • Mass Close • Allow Transaction Entry • Multiple Reporting Ledgers • Fixed Allocation Accounts• Fixed Allocation Accounts• Duplicate Journal Entries • Check Posting Types Before Year End

Daily Bank Reconciliation• Daily Bank Reconciliation• Reconcile Sub-ledgers to General Ledger• Month End Tips




Financial:Financial:• Correcting Journal Entries

- Reverse and Replace your incorrect journal entries- Financials Transactions General Correct Back Out and Correct




Financial:Financial:• Copying GL Distribution References

- Easily copy your distribution references by using the Ctrl+C and Ctrl+V function or the Right-Click function for clean and fast descriptions




Financial:Financial:• Mass Close

- Use Mass Close in fiscal periods to prevent certain types of entries without closing an entire series- Administration Setup Company Fiscal Periods Mass Close




Financial:Financial:• Allow Transaction Entry

- Control entry to certain G/L’s by utilizing the Allow Transaction Entry feature to be turned off. This will force sub-ledger entries to certain accounts like AR and AP control accounts- Financial Cards Account – key or lookup account and deselect “Allow Transaction Entry”




Financial:Financial:• Multiple Reporting Ledgers

- GP 2010 adds reporting ledgers for better financial reporting control including accounting under IFRS- Financial Set Up General Ledger Select “Allow” under Reporting Ledgers




Financial:Financial:• Fixed Allocation Accounts

- Save time during data entry by using fixed allocation accounts to do the math for you by entering a set percentage based on a GL account




Financial:Financial:• Duplicate Journal Entries

- Save data entry time by copying your existing journal entries- Financial Transactions General Copy




Financial:Financial:• Check Posting Types Before Year End

- It’s important to verify that your posting types are correct prior to closing your year- Create a SmartList to view posting types associated with your accounts and correct prior to

closing year




Financial:Financial:• Daily Bank Reconciliation

- With today’s electronic access to your bank account, save yourself the monthly hassle of tackling a bank reconciliation by doing it daily- Download your statement, reconcile your bank account to zero, save and come back the next

day




Financial:Financial:• Reconcile Sub-ledgers to General Ledger

- Use the Reconcile to GL window to generate a Microsoft Excel spreadsheet that can help you match transactions in General Ledger with the originating transactions in Payables Management &

bl Receivables Management




Financial:Financial:• Month End Tips

- Batch Recovery – check your batch recovery screen prior to closing the month to ensure there are no erroneous batches un-posted- Administration Routines Batch recovery

- Master Posting– ensure all your batches are posted by reviewing your master posting screen- Administration Routines Master Posting




Fixed Assets:Fixed Assets:• Separate Depreciation Posting• Print Year End Reports• Find Fixed Assets Transaction Details• Find Fixed Assets Transaction Details• Undo Depreciation




Fixed Assets:Fixed Assets:• Separate Depreciation Posting

- Post Depreciation to the GL separately from New Assets and Retirements- Separating these allows easy review of Asset Additions/Retirement for correctness without having

to wade through all of the depreciation posting entries




Fixed Assets:Fixed Assets:• Print Year End Reports

- The Fixed Asset module’s biggest flaw is past years reporting- Print FA reports at year end and keep them somewhere safe- Consider printing a copy to an electronic file as well




Fixed Assets:Fixed Assets:• Find Fixed Assets Transaction Details

- The Fixed Asset Financial Detail window is a view into an asset’s soul- Every FA transaction is shown in here including links back to the GL

- Financial Inquiry Fixed Assets




Fixed Assets:Fixed Assets:• Undo Depreciation

- Depreciation can be backed out for one asset by running depreciation for a single asset and setting the date backwards- Financials Routines Depreciate One Asset, select the asset to undo depreciation for and

set a new depreciation date




Purchasing:Purchasing:• Prioritizing Vendors – 3 Alphanumeric Digits• Copy Purchase Orders• Notes With Comments• Notes With Comments• Show Only Invoices on Cheque Stubs




Purchasing:Purchasing:• Prioritizing Vendors – 3 Alphanumeric Digits

- Payables Management includes a 3 digit alphanumeric field used to prioritize vendors- This field can be used to select vendors during the cheque selection process

- Purchasing Cards Vendors Options Payment Priority




Purchasing:Purchasing:• Copy Purchase Orders

- If you realize that you need a P.O. that looks a lot like one you did last week, don't re-key all those lines, use the Create and Copy New PO button under Actions- Transactions Purchasing Purchase Order Entry, click the Actions button and pick Create

and Copy New PO




Purchasing:Purchasing:• Notes With Comments

- Running out of space on your line item description, enter Comments without IDs




Purchasing:Purchasing:• Show Only Invoices on Cheque Stubs

- By default GP will print everything applied, including credit memos and even non-cheque payments made between the current cheque and the previous one

- There are 2 ways to control this – Globally for the entire company, or One Time for a particular cheque- Globally - change the Payables Management Setup

- Tools Setup Purchasing Payables, change the List Documents on Remittance setting to Invoices Only and un-ticking the List Previously Applied Documents on Remittance** Important note – only cheques created after you make these changes will behave how you want because these settings control the behavior at the time of cheque creation

- One Time - you have the option to Edit Cheques – choosing this brings you to the Edit Payables - One Time - you have the option to Edit Cheques – choosing this brings you to the Edit Payables Cheques window, deselect anything except invoices that this particular cheque is paying and only selected the items that will print on the cheque stub** Important note - no setting is saved anywhere and only this one cheque is changed




Sales:Sales:• Preventing Sale of Discontinued Items • Speed up AR Aging by NOT Printing the Report • Paid Transaction Removal• Paid Transaction Removal• Non-Inventory Sales Item Distribution Error




Sales:Sales:• Preventing 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- Tools Setup Sales Sales Order Processing Options, Uncheck “Allow Sales of

Discontinued Items” in the bottom grid area




Sales:Sales:• Speed up AR Aging by NOT Printing the Report

- The Receivables Aging process in GP can take some time if you have a lot of outstanding AR. This can be sped up by turning off the report- Sales Routines Aging - select the No Report option




Sales:Sales:• Paid Transaction Removal

- Turn this on to remove paid transactions and consolidate all balance forward transaction amounts and moves it to history- Sales Routines Paid Transaction Removals




Sales:Sales:• Non-Inventory Sales Item Distribution Error

- We’ve all run into the distribution error while selling a non-inventoried item- Ensure you have the following accounts filled out on each line item to avoid it:

- Inventory, Cost of Sales, Sales- Default the account that populate into the Sales document and your worries about this issue are

over- Go to Tools Setup Posting Posting Accounts, choose 'Sales' in the drop down box and

scroll down to the 'Non-inventoried Item' line and insert your inventory account there




Inventory:Inventory:• Historical Inventory Trial Balance • Copy Inventory Item




Inventory:Inventory:• Historical Inventory Trial Balance

- This report is designed to help balance Inventory to the GL regardless of the valuation method- Inventory Reports Activity




Inventory:Inventory:• Copy Inventory Item

- Copying inventory items, or select parts of, will speed up your data entry- Inventory Cards Item enter item number and click “Copy”




Canadian Payroll:Canadian Payroll:• Checklists• Voiding• ROE• ROE• Canada Savings Bonds• Setup Reports• Easy Mail Pay Stubs• Easy Mail – Pay Stubs• Mass Update• Detail Adjustments




Canadian Payroll:Canadian Payroll:• Checklists

- Build yourself a checklist to make payroll processing a breeze- HR & Payroll Routines Checklists – enter the tasks one by one




Canadian Payroll:Canadian Payroll:• Voiding

- Made a mistake and didn’t realize until after you’ve posted? Fix it with the click of a few buttons- HR & Payroll Utilities Void Payment




Canadian Payroll:Canadian Payroll:• ROE

- Make ROE’s painless by generating directly from Canadian Payroll – all of your dates and amounts are populated for you- HR & Payroll Routines ROE Creation




Canadian Payroll:Canadian Payroll:• Canada Savings Bonds

- Setup your Canada Savings Bonds deductions and file transmission directly in CPY- HR & Payroll Setup CSB Setup




Canadian Payroll:Canadian Payroll:• Setup Reports

- Review your setup with out-of-the-box reports- HR & Payroll Reports Payroll Setup Setup Reports




Canadian Payroll:Canadian Payroll:• Mass Update

- This feature will allow you to Mass update your employee rate on the employee cards and update the estimated Salary in HRIS.




Canadian Payroll:Canadian Payroll:• Easy Mail for Canadian Payroll

- This feature allows you to email out Canadian Payroll Pay Stubs to your employee.




Canadian Payroll:Canadian Payroll:• Detail Adjustments

- If you need to adjust CPP, EI or Tax for a Bonus or Quarterly pay run – it’s an easy override- HR & Payroll Transactions Payroll Adjustments Detail Adjustments




Bonus:Bonus:• Macros

- Record macros to make a repetitive process faster- MDGP Tools Macros



BIOGRAPHYBIOGRAPHY

Agnieszka Parent Lisa PallaschAgnieszka ParentSenior [email protected]: 519-824-5410 Ext. 3097Mobile: 905-515-3485

Lisa [email protected]: 519-824-5410 Ext. 3908Mobile: 905-928-7655

