Getting More out of Microsoft Dynamics

GP: 50 Tips in 50

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This session is very fast.Write down the numbers of the tips that interest you.Follow up later with hidden detail slides in the presentation like this:

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Agenda

SystemGLPurchasing and InventorySalesReportingSecuritySupport

System - Basic

1. Explore GP with Area Pages

2. Brighten Things Up with Red Required Fields

3. Clarify Processes with Window Notes

4. Speed Things Up with Quick Links

5. Improve Organization on the Navigation Bar

System – Basic Details1. Explore GP with Better Navigation Use the Navigation bar on the left and the Area Pages for each section to better display all the options in Dynamics GP In the List Views a ribbon style menu bar is available for quick access to information http://msdynamicsgp.blogspot.com/2009/04/weekly-dynamic-module-homepages-in.html2. Brighten Things Up with Red Required Fields Make required fields stand out on windows Go to User Preferences on the Home Navigation Bar and click the Display button In the Required Fields section, set Font Color to Red and Font Style to Bold http://msdynamicsgp.blogspot.com/2009/07/weekly-review-seeing-red.html3. Clarify Processes with Window Notes Each window has a note icon that stays with that window. Use this for data entry tips specific to your organization http://msdynamicsgp.blogspot.com/2009/06/dynamics-gp-window-notes.html4. Speed Things Up with Quick Links Use Quick Links on the Home page for fast access to favorite windows, navigation lists, web pages, external apps and files. Make web page shortcut named ---- to make divider lines. Click the Pencil to edit and select Add or Modify to change. Use Up or Down to change order.5. Improve Organization on the Navigation Bar Reorganize the Navigation Bar for faster access to highly used areas Click Configure Buttons on the bottom right. Click Navigation Pane Options Use this to turn buttons on or off and reorder the navigation pane buttons You can also show more or fewer buttons and add windows, Smartlists, web pages, etc. from the Configure Buttons menu

NEXT: System Intermediate

System - Intermediate

6. Use List Views for powerful filtering of Trial Balances

7. Get New Benefits from User Classes

8. Take Control with User Classes and Smartlists

9. Open windows on Startup with the Shortcut Bar

System – Intermediate Details

6. Use List Views for powerful filtering of Trial Balances

Click on a navigation button and choose one of the lists. Filter the list or select records using the checkboxes. Now you can print statements, trial balances for these records.

7. Get New Benefits from User Classes With the changes to GP 10 security, User Classes are less important but they are still useful Roles are still used with Organizational Structures, Smartlists, Field Level Security and Navigation

Panes Think differently about how you organize user classes. Now they can be used independently from

security http://msdynamicsgp.blogspot.com/2009/03/weekly-dynamic-dynamics-gp-10-roles-vs.html

8. Take Control with User Classes and Smartlists

One option for a new use of classes is for better control of Smartlists Details here: http://msdynamicsgp.blogspot.com/2009/03/weekly-dynamic-dynamics-gp-10-roles-vs.htm lSA can assign a Smartlist, Window, Web Page, etc. to a User Class All users in the class get the assigned item on their Home Navigation Bar and they can’t delete it As SA, select a class, right click and select Add. Follow the prompts to add a Smartlist, Window, Web Page, etc.

9. Open Windows on Startup with the Shortcut Bar

http://msdynamicsgp.blogspot.com/2009/09/weekly-dynamic-show-windows-on-startup.htmlNEXT: System Advanced

System - Advanced

10.Create Custom Links 11.Copy and Paste Header with Data in

SQL Management Studio

System - Advanced

System - Advanced

System – Advanced Details

10. Create Custom Links Tools>Setup>Company>Custom Link The Internet Address field can be a webpage, link to a file on your network, or can start a

program on your computer

11. Copy and Paste Header with Data in SQL Management Studio

SQL Management Studio doesn’t copy headers with data by default. The setting to change this is in Tools | Options | Query Results | SQL Server | Results to Grid |check the box "Include Column headers when copying or saving the results."

http://msdynamicsgp.blogspot.com/2009/10/weekly-dynamic-copy-headings-and-data.html

NEXT: GL Basic

And the Answer Is…

How can you print a trial balance for non-consecutive accounts?

a) Use your scissors and tape b) Ask your assistant to spend the

afternoon printing separate trial balances

c) Use the List View to filter your accounts

GL – Basic

12. Correct entries that didn’t originate in the GL

13. Control Entry with Allow Transaction Entry

14. Gain Audit Control with Posting Numbers

15.Avoid Budget accidents with the Preliminary button

GL – Basic Details12. Correct entries that didn’t originate in the GL By default entries not originating in GL can’t be changed with GL correction entry This is controlled with a setting in General Ledger Setup “voiding/correcting of

subsidiary transactions”

13. Control Entry with Allow Transaction Entry Force sub ledger entries by preventing journal entries to certain accounts like AR and

AP Cards->Financial->Account, Key or Lookup Account Uncheck Allow Account Entry

14. Gain Audit Control with Posting Numbers Turn on Posting Numbers for a second GL transaction numbering scheme These numbers are “gapless” for better audit reporting Setup->Company->Company, Options. Check “Enable Posting Numbers in General

Ledger” Select to reset by year or period below These numbers will now appear on posting reports throughout the system including as

a option in Smartlists15. Avoid budget accidents with the Preliminary button Clicking Preliminary BEFORE making changes gives you a chance to discard changes,

otherwise your options are save and delete – clicking delete will remove the entire budget

NEXT: GL Intermediate

GL – Intermediate

16.Make budget backups by exporting to Excel

17.Get Complete Transactions with Taxes

in Journal Entries

GL – Intermediate Details

16. Make budget backups by exporting to Excel

Keeping a backup lets you easily restore. Cards > Financial > Budgets. Select the budget, click the Excel button and choose Export. Save your

backups in a secure location.

17. Get Complete Transactions with Taxes in Journal Entries

GL supports adding taxes to transactions but it’s not turned on by default Turn it on in Tools->Setup->Company->Company. Click Options. Check “Calculate Taxes in General

Ledger” http://msdynamicsgp.blogspot.com/2009/08/weekly-dynamic-calculate-tax-in-gl.html

NEXT: Purchasing and Inventory Basic

And the Answer Is…

How do you prevent someone from posting directly to your accounts receivable control account?

a) Threatsb) Coercionc) Bribesd) Removing the checkmark to Allow

Posting

Purchasing and Inventory – Basic

18.Change up Payables with the Edit Check Batch window

19. Speed lookups by moving Closed POs to History

20.Improve Reporting by Properly Closing a Purchase Order

Purchasing and Inventory – Basic Details

18. Change up Payables with the Edit Check Batch window The new Edit Check Batch window in GP 10 provides another way to adjust

AP check batches. Purchasing page > Transactions > Edit Cheque Batch19. Speed Lookups by Moving Closed POs to History Closed purchase orders do not move to history automatically. This should be

part of your month end procedures. Tools>Routines>Purchasing>Remove Completed Purchase Orders.20. Improve Reporting by Properly Closing a Purchase Order Users often change the quantity in a P.O. Line rather than put the un-

received difference in Quantity Canceled This result in incorrect statistics when reviewing vendor performance Quantity Cancelled should be entered instead to properly understand how

well a vendor is performing http://msdynamicsgp.blogspot.com/2009/10/weekly-dynamic-proper-po-closi

ng.html

NEXT: Purchasing and Inventory Intermediate

Purchasing and Inventory – Intermediate

21.Move Things Around with In Transit Inventory Transfer

22.Improve Reporting with Purchasing Control Account Management

Purchasing and Inventory – Intermediate Details

21. Move Things Around with In Transit Inventory Transfer New in version 10, In-Transit Inventory provides a mechanism to

move Inventory between company sites Allows Transfer documents, site receiving and shipment tracking via

web and prevents sale during transfer Transactions->Inventory->In-Transit Transfer Entry22. Improve Reporting with Purchasing Control Account

Management Purchase Control Account Management allows for the temporary

allocation of Accounts Payable to a segment of the chart of accounts. Usually this represents a department or division. This is followed by an automatic reversal after month end

Allocation is based on the expense accounts for open AP This is a Routine that is run at a regular interval like month end http://msdynamicsgp.blogspot.com/2009/03/weekly-dynamic-contro

l-account.html

NEXT: Purchasing and Inventory Advanced

Purchasing and Inventory – Intermediate

23.Improve Transparency by Showing Payment Accounts

Purchasing and Inventory – Intermediate Details

23. Improve Transparency by Showing Payment Accounts

When applying payments as part of an AP or PO related transaction, the payment accounts are rolled up

There is a setting that doesn’t roll up the accounts and makes the transaction easier to understand To Activate go to Tools->Setup->Company->Company and check “separate payment distributions”

NEXT: Sales Intermediate

Purchasing and Inventory – Advanced

24.Prevent Errors with DocDateVerify

25.Smooth Accounts Payable with Scheduled Payments

26. Release Allocated Inventory with Reconcile

Purchasing and Inventory – Advanced Details

24. Prevent Errors with DocDateVerify Free DocDateVerify utility from MS prevents subledger entry to non-existent fiscal years. Contact MS or your Partner for a copy.

25. Smooth Accounts Payable with Scheduled Payments. Schedule payments can be used to setup regular payments with or without interest for things like

loans and leases. http://msdynamicsgp.blogspot.com/2010/03/weekly-dynamic-payables-scheduled.html

26. Release Allocated Inventory with Reconcile Run for one item or all at month / year end to adjust allocated quantities where source document has

been removed Inventory page > Utilities > Reconcile

NEXT: Sales Basic

And the Answer Is…

Why is the In-Transit Transfer feature awesome?

a) Because Marvin said sob) It is recommended by 4 out of 5

purchasing agentsc) Holds inventory in a “transfer” site

until it is received at the transfer destination

Sales – Basic

27. Clean up Customer Accounts with Write Off Documents

28.Control Inventory by Preventing the Sale of Discontinued Items

29.Speed Up AR Aging by NOT Printing the Report

Sales – Basic Details

27. Clean Up Customer Accounts with Write Off Documents

• Sales page > Routines > Write Off Documents• Choose Underpayment or Overpayment and set a write off limit• Debit or credit document is created and applied to the outstanding transactions

28. Control Your Inventory by Preventing the 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 A setting can prevent the sale of discontinued items without writing off the items Turn it on at Tools->Setup->Sales->Sales Order Processing, Options, Uncheck “Allow

Sales of Discontinued Items” in the bottom grid area http://msdynamicsgp.blogspot.com/2009/08/weekly-dynamic-prevent-sale-of.html

29. Speed Up AR Aging by NOT Printing the Report AR Aging is a routine run at regular intervals Turning off the option to print the report after aging can significantly speed up the AR

Aging process http://msdynamicsgp.blogspot.com/2009/08/weekly-dynamic-speed-up-receivables.htm

l

NEXT: Sales Intermediate

Sales – Intermediate

30.Speed Up Collections Management with Paid Transaction Removal

Sales – Intermediate Details

30. Speed Up Collections Management with Paid Transaction Removal

With a large number of open transactions, the Collections Management windows can bog down and move slowly The only solution is to run the Paid Transaction Removal routine Run the Paid Transaction Removal Routine in Project Accounting first (if applicable) then in AR Paid Transaction Removal moves paid transactions from Open to History. It does not delete data http://msdynamicsgp.blogspot.com/2009/09/weekly-dynamic-speed-up-collections.html

NEXT: Bank Reconciliation

Bank Reconciliation

31.Deposit Non-Receivables cheques using Enter Receipt

Bank Reconciliation

31. Deposit Non-Receivables cheques using Enter Receipt

Use for GST refunds, product rebates Entering as a Receipt lets you include the item in your bank deposit Makes bank reconciliation easier! Transactions > Financial> Bank Transactions > Enter Receipt

NEXT: Canadian Payroll

Canadian Payroll

32. Ease Training with Checklists

Canadian Payroll

32) Ease Training with Checklists Create checklists for payday, monthly, yearly, ROE generation and more When you use the checklist it timestamps the entry Tools > Routines > Payroll Canada > Checklists

NEXT: Reporting Basic

And the Answer Is…

What feature allows you to safely clear customer balances with small amounts?

a) Exporting the trial balance to Excel, zeroing the numbers and retotaling

b) Clear Datac) Write Off Documents

Reporting – Basic

33.Distribute FRx Reports Directly as Excel Files for Greater Compatibility

34.Control Smartlist printing with Column widths

35.Quickly Hide Multiple Report Writer Fields with the Properties box

Reporting – Basic Details

33. Distribute FRx Reports Directly as Excel Files for Greater Compatibility

In FRx on the Output Tab, Output options, change the default FRx Drilldown Viewer to Formatted Excel

34. Control Smartlist printing with Column widths• The width of the column on screen in a Smartlist controls the width on the printed page. Shrink these

to fit for printing.• http://msdynamicsgp.blogspot.com/2010/01/weekly-dynamic-printing-smartlist.html

35. Quickly Hide Multiple Report Writer Fields with the Properties Box

It is always recommended to hide fields instead of deleting them Select the fields you want to hide by holding the Ctrl key and clicking each field Change the Visibility property in the Properties box by double clicking

NEXT: Reporting Intermediate

Reporting – Intermediate

36.Get Reporting Flexibility with Excel Report Builder

37. Improve Custom Report Writing with a Table Reference

Reporting – Intermediate Details

36. Get Reporting Flexibility with Excel Report Builder

If you like the new live Excel reports, you can build your own with Excel Report Builder Tools->Smartlist Builder->Excel Report Builder Setup tables and fields Click Publish to create report, connector and set permissions http://msdynamicsgp.blogspot.com/2008/03/weekly-dynamicexcel-reports-in-dynamics.html

37. Improve Custom Report Writing with a Table Reference

Determining the appropriate tables for Dynamics GP can be time consuming using standard GP resource definitions

Use our Excel based Table Reference instead http://www.box.net/shared/jc90kdsh2k

NEXT: Customizations Basic

Customizations - Basic

38.Get Free Spell Check Functionality In Dynamics GP

39.Personalize Internet Options with Internet User Defined fields

Customizations – Basic Details

38. Get Free Spell Check Functionality In Dynamics GP

WillowWare, a 3rd party vendor, offers free spell check functionality for Dynamics GP This is a CNK file so it’s an easy install Registration required http://www.willoware.com/spellcheck/

39. Personalize Internet Options with Internet User Defined fields

The titles for Internet User Defined fields can be changed globally This allows the use of more than one email or web address throughout the system Tools->Setup->Company->Company, Click “Internet User Defined” http://msdynamicsgp.blogspot.com/2009/09/weekly-dynamic-internet-user-defined.html

NEXT: Customizations Intermediate

Customizations - Intermediate

40.Make Logging on Easier with a Caps Lock is On Warning (VBA)

41.Control Licensing By Preventing Users from Logging In To Multiple Companies (VBA)

42.Reduce Errors with Colored Backgrounds Per Company

43.Resolve issues by turning off Outlook connections

Customizations – IntermediateDetails

40. Make Logging On Easier with a Caps Lock is On Warning(VBA) Microsoft offers an unsupported VBA add on that will notify a user if Caps Lock is on

during login http://msdynamicsgp.blogspot.com/2009/07/is-caps-lock-on-when-logging-into.html41. Control Licensing By Preventing Users from Logging In To Multiple Companies

(VBA) David Musgrave of Microsoft has provided unsupported VBA code designed to prevent

users from logging in more than once This reduces the number of licenses in use at one time to help control costs http://blogs.msdn.com/developingfordynamicsgp/archive/2008/08/25/preventing-users-

from-logging-into-multiple-companies-example.aspx42. Reduce Errors with Colored Backgrounds Per Company Unsupported add in from Microsoft, the Support Debugging Tool offers an option to

change the background color of Windows based on the company. Useful to ensure entry in the correct company Support Debugging Tool is available only via the partner at no cost http://blogs.msdn.com/developingfordynamicsgp/archive/2009/06/05/support-debuggin

g-tool-build-11-released.aspx43. Resolve issue by turning off Outlook connections As great as the Outlook connection is, some companies want to turn it off. It can be turned off with the Customize This Page link on the Home Page http://msdynamicsgp.blogspot.com/2006/12/weekly-dynamic-how-to-turn-off-gp-home.

html

NEXT: Security Intermediate

And the Answer Is…

How many Email Addresses could you store in the Internet User Defined fields?

a) 1b) One MILLION!!!c) 8

Security - Intermediate

44.Understand Security With Information About the Default Security Roles

45.Troubleshoot Security Issues with the Security Profiler

Security – Intermediate Details44. Understand Security With Information About the Default Security

Roles There is a document which lists all the default GP Roles and

descriptions of how they are used It provides a great starting point for working with security Download it here: http://www.box.net/shared/sgggsvnazv

45. Troubleshoot Security Issues with the Security Profiler Part of the Support Debugging Tool Provides additional security information including who has what

access to what window Tools->Support Debugging Tool->Debugger->Security Profiler -

>Tools->Start Manual Logging Open Forms or Objects and review in Security Profiler Window Drill Deeper with Security button http://blogs.msdn.com/developingfordynamicsgp/pages/support-deb

ugging-tool.aspx

NEXT: Support Basic

Support - Basic

46. Get Group Help with Social Media – Blogs, Twitter, Facebook, YouTube

http://blogs.msdn.com/gp - The Official Blog of Dynamics GPhttp://DynamicAccounting.nethttp://blogs.msdn.com/DevelopingForDynamicsGPSearch YouTube for Dynamics GP

47. Watch Your Way to Greatness with CustomerSource Online Training Videos

48. Tackle the forums for helphttps://community.dynamics.com/forums/32.aspx

Support – Basic Details

46. Get Group Help with Social Media – Blogs, Twitter, YouTube

Social Media sites provide additional avenues for support and learning

47. Watch Your Way to Greatness with CustomerSource Online Training Videos

Login to CustomerSource Visit Training and Certification on the left Select eLearning http://dynamics.microsoftelearning.com/catalog/default.aspx

48. Tackle the Forums for Help

NEXT: Support Intermediate

Support – Intermediate

49.Use Screen Shot Capture and Email from the Support Debugging Tool for Precision Help

50.Show Security Details when access is denied.

Support – Intermediate Details49. Use Screen Shot Capture and Email from the Support Debugging

Tool for Precision Help Support Debugging tool provides screen capture and email functionality Click the Camera Icon installed with the debugger Choose whether to include certain system files Optionally email for support http://blogs.msdn.com/developingfordynamicsgp/pages/support-debugging-t

ool.aspx

50. Show Security Details when access is denied Support Debugging Tool provides an option to display security details when

access is denied. http://blogs.msdn.com/developingfordynamicsgp/pages/support-debugging-t

ool.aspx

NEXT: Support Advanced

One Last Question…

What support tool helps diagnose and troubleshoot those tricky problems faster?

a) Sledgehammerb) Hey, don’t call Marvin a tool…c) Support Debugger Tool

Follow UpMore Info

• Follow up PowerPoint deck has lots of detail and links for more information

• Will be available at www.prophet.ca by June18 • Username: gpuser• Password: ilovegp

• Thanks to:Mark Polino, I.B.I.S., Inc.

Accolade Publications books

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