January 29, 2010

GPtip42day - GP Budgets

I ran into an issue today I've never noted before.  I was trying to figure out why the budget in an FRx P&L report didn't match the budget figures in my Excel budget file.  After a short amount of investigation, I realized that not all the accounts in my Excel budget file were setup in GP.  However, I received no type of error message when importing the budget that the accounts were missing.  Apparently, when GP encounters accounts in an Excel budget import that don't exist in GP, it just skips over them without any indication of such.

Something to keep in mind when importing budgets . . .

January 28, 2010

GPtip42day - How to place a watermark in a Report Writer document

Debi Carlton of D1 Technologies posted this solution on one of the GP forums recently -

1.  Insert the image in a Word document
2.  Use the Custom watermark option in format to create the watermark image
3.  Copy the image and paste in Paint
4.  Save the image as a .jpg file
5.  Insert the .jpg into the Report Writer document

Thanks Debi!  Great tip!

January 27, 2010

GPtip42day - What do I have to do to delete an inventory item?

There are a number of conditions that must exist before you can delete an item from the item master.  You must make sure that -

1. No quantities of the item are on hand at any site.

2. The item is no longer assigned to any site. Refer to 'Deleting an item-site relationship' for more information.

3. No unposted transactions for the item exist (work transactions in IV and other modules that update IV like POP).

4. The item isn’t a component in any Microsoft Dynamics GP bills of materials. Refer to the 'Bill of Materials' documentation for more information.

5. No inventory history exists for the item.

January 26, 2010

GPtip42day- 'Record Locked' error in Bill of Material Entry

If you encounter this error when trying to access a BOM in BOM Entry, here's how to spot the offending BOM.

Transactions>Manufacturing>Bill of Material>Security

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All activity on any BOM will appear in this window.  If a BOM record is locked and no one is in a BOM transaction window, you can delete the lock by clicking on the 'Delete' button.  This frees up the BOM for editing in the BOM Entry window.

January 25, 2010

GPtip42day - Changing Item Description on PO Line

Sometimes you need to be able to change the item description on a purchase order line and have that modified description appear on the printed PO.  The standard PO form does not support this because, although you can change the description on the PO line, the PO form actually pulls the Vendor Description into the Item Description field when you print it.  Here's the solution - modify the PO form in Report Writer to pull the Item Description from the Purchase Order Line table (POP10110) instead of the Vendor Item Description from the Purchase Order Line Rollup Temp table.

January 22, 2010

GPtip42day - FRx error - 'No Data is Displayed for this Report'

I ran into this error in FRx for the first time the other day when I was changing account masks in the Row Format and Reporting Tree of a report.  The customer has just gone through an account format change and all the existing reports had to be re-created with the new format.

The solution to the issue was verifying that the account mask in the Row Format was consistent with the account mask in the Reporting Tree.  Typically, when the account masks are not consistent, you'll get an error message to that effect.  In this case, I just got the 'No Data . . . ' error.

Keep in mind that when using the Reporting Tree, an ampersand (&) in any of the account positions in the Tree requires an entry in the same account position in the Row Format, even if the entry is just the wildcard (?).

January 21, 2010

gptip42day - Standard Costing - Prorate Setup

Part of setting standard costs involves entering setup times in the routings.  Don't forget to set your normal run quantities or your cost rollup will create inaccurate standard costs for your manufactured items.  A prerequisite to entering your normal run quantity is selecting either Average or Standard Quantity as the value to use in proration of the setup time.

Tools>Setup>Manufacturing>System Defaults>Costing

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If you choose Average Quantity, go to the Item Engineering Data window and set the Average Quantity.  I find this window easiest to access from the GoTo button in the Item Card.

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If you choose Standard Quantity to prorate setup time, go to the Standard Cost Changes window and set the Standard Quantity there.  Again, I find this window easiest to access from the Item Card.

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With one of these values set, setup time in the routing will be prorated over the quantity when standard cost rollup is performed.  Omitting values in both of these fields will result in a standard cost based on a run quantity of 1, thereby distorting your standard cost, unless your normal run quantity is 1 for the item.

January 20, 2010

gptip42day - Resetting the GP system password

Note, this tip is for GP Administrators only.  Attempts by non-administrators to change the system password could compromise data security!

Occasionally, the GP system password is forgotten or lost.  This password is required to make changes at the system level, such as adding a new user, changing user security, etc.  Here's how to recover when this happens.

1.  In SQL Management Studio, run this script to remove the existing password -

           UPDATE DYNAMICS.SY02400
           SET PASSWORD = 0x0202020202020202020202020202020
2.  In GP, reset the system password.
Tools>Setup>System Password

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Now, store the password in a safe, accessible place!!

January 19, 2010

gptip42day - What printer should I use with GP?

I get this question on a fairly regular basis.  My response always is - what do you want to use the printer for?  Invariably, the use is printing checks, invoices, etc, etc, etc.  My recommendation is always - HP LaserJet.  You just can't go wrong with a LaserJet.  They work well with GP and supplies are readily available for them.

If you're printing MICR checks, a LaserJet with a standard toner cartridge works well in most cases.  The banking industry has moved away from requiring magnetic ink because character recognition software has improved so dramatically.  Even so, it would be best to check with your bank to determine if they require magnetic ink, just to be on the safe side.

January 18, 2010

gptip42day - Audit Trail Code

Need to reference the transaction(s) associated with a particular Audit Trail Code but can't seem to find a report that gives that to you?

Let's use Account Transactions in SmartList as an example.  Open the SmartList, then add this column - TRX Source.  There's your Audit Trail Code!

January 15, 2010

gptip42day - Change Valuation Method

Should you need to change the valuation method on one, many, or all your inventory items, go

Tools>Utilities>Inventory>Change Valuation Method

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Select the valuation method you want to change the item(s) to, enter the item range or All, click Process and voila!  New Valuation Method!

Of course, if you're making a wholesale change of valuation method for all items, consult your tax counsel to verify that you won't run afoul of the IRS.

January 14, 2010

gptip42day - Post To, Post Through

Here's a little tip I learned long ago in GP training.  Posting Settings can be a little confusing at times . . .


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If you choose to allow transaction posting vs. batch-only posting, even if you mark 'Post Through GL Files', individual transactions will not Post Through the GL, they will only Post To the GL. Batches, however, will post through if 'Post Through GL Files' is checked in Posting Setup.

The exception to this rule is Bank Transactions, which always post through the GL because there is not batch posting in Bank Transactions.

Clear now?

January 13, 2010

gptip42day - Account Lookup

Somewhere along the line in GP10, the prior behavior of account lookups (where you type in the first few digits of the account, click the lookup button and it takes you to the beginning of the range) went wacky such that the lookup takes you to the very beginning of the chart of accounts. 

If you're experiencing this, here's how to fix it.

1.  Open any window that has an account lookup in it.
2.  Type a few digits of an account
3.  Click on the looking glass
4.  Change the default lookup to 'by Account'
5.  Select an account

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The next time you use account lookup, it will take you to the beginning of the range based on the digits you enter.  You need do this only in one lookup window.  The change in lookups applies to all account lookups system-wide.

January 12, 2010

gptip42day - Document Date Verify

Have you ever posted a payables or receivables transaction into a future, non-existing fiscal period?  Wish you could prevent that happening again?  You can.  Contact your GP partner or Microsoft Business Services.  MBS provides a free utility called DocDateVerify that will prevent posting to a non-existent period.  Attempts to post to a non-existent period results in the following warning message and prevents any further data entry until the date is corrected.

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This utility is available for GP8, 9, and 10.

January 11, 2010

gptip42day - Closing Purchase Orders Safely

Prior to manually closing POs, check two things -

1.  That all periods for the most recent historical year are closed for the Financial series, and/or
2.  That posting settings for Edit PO are set to Post To and not Post Through the GL

If any of the POs being closed are for inventory and lines are received but not fully invoiced, GP will make adjusting entries to inventory values based on the QTY invoiced vs. QTY received.  You don't want to have a closed year's inventory value adjusted unintentionally.

January 10, 2010

gptip42day - Recalculating Depreciation

When you make changes to depreciation-sensitive fields in an asset book record, depreciation needs to be recalculated. Changing any of the following fields requires recalculation –

• Amortization Code
• Amortization Amount
• Averaging Convention
• Cost Basis
• Depreciation Method
• Depreciated-to-Date
• Life-to-Date Depreciation
• Luxury Automobile
• Original Life
• Place-in-Service Date
• Salvage Value
• Switchover
• Year-to-Date Depreciation
• Special Depr Allowance

When you change any of these fields then click ‘Save’, this message appears –

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Selecting ‘Yes’ results in this window appearing –

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Reset Life recalculates depreciation from the date the asset was placed in service through the period the asset has been depreciated. Depreciation adjustments will be made for each period, but the depreciation does not have to be posted to General Ledger for each of these periods. You can use the FA General Ledger Posting window to select a range of periods from the financial detail file, then post the entire amount to the period of the recalculation date.

Reset Year calculates a new yearly depreciation rate and uses the new rate to recalculate depreciation from the beginning of the current fiscal year through the period the asset has been depreciated. This depreciation does not have to be posted to General Ledger for each period. You can use the FA General Ledger Posting window to select a range of periods from the financial detail file, then post the entire amount to the period of the recalculation date.

Recalculate calculates a new yearly depreciation rate as of the beginning of the current fiscal year. However, calculations are not based on the new rate until the next time depreciation is run on the asset. The current year-to-date depreciation amount is not affected. The difference between the new yearly rate and the current year-to-date depreciation amount is allocated over the remaining periods in the current fiscal year.

January 7, 2010

gptip42day - Changing the Default Sales Transaction Type

Tired of changing the Transaction Type in Sales Transaction Entry every time you open the window?  Try this -

Tools>Setup>System>User Preferences

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Select the appropriate Doc Type for you, click OK.  From this day forward, your favorite Doc Type will default into the Sales Transaction window every time.

January 6, 2010

gptip42day - Deleting a Vendor with History

Generally, GP doesn't allow deleting a vendor if there are any history transactions for that vendor.  In most cases, this is a good thing because who wants stranded history transactions in their database?  However, if you have a really compelling reason to delete a vendor and don't want to delete the vendor history, here's how to do it - make the vendor a Temporary vendor.


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GP allows you to delete a Temporary vendor even if history records exist for that vendor.  The only requirements are -

- The current vendor balance must be zero
- The 1099 amount for the current year must be zero
- There can be no unposted transactions for the vendor
- There can be no open purchase orders for the vendor

'The Closer'

Now's the time of year when many of us are reconciling our GL accounts to get ready for external auditors and closing the year.  I personally spend a lot of time with my clients helping them reconcile Cash, AR, AP, and Inventory.  Until now, it's been a matter of hunt & peck and a whole bunch of analysis to find the reconciling items.

The Closer (http://www.reporting-central.com/) changes all that.  Microsoft has taken a stab at providing a reconciliation tool (Reconcile to GL) that helps.  The Closer goes beyond that by providing a tool that not only tells you which transactions are responsible for the differences, it also recommends the fixes.  I've used it and it's easy to install and even easier to setup and use.

If you spend too much time beating your head against the wall trying to reconcile your accounts, I highly recommend having a look at The Closer.  It will save you time and money.

** Full disclosure - my company is a reseller for Reporting Central

January 5, 2010

gptip42day - Moving Closed Purchase Orders to History

Contrary to what intuition would tell you, closed purchase orders do not automatically move to history as do most other documents in GP.  Over time, the number of closed POs in the open tables accumulates, slowing down search and lookup functions.  If you find this to be the case in your company, institute a process to move closed POs to history on a periodic basis.  Moving POs to history monthly or quarterly might be appropriate, depending on your PO volume.

Tools>Routines>Purchasing>Remove Completed POs

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Enter a PO range to process and insert it into the Restrictions window.  Click the Restrictions button to modify the range to be processed.  Click Process to complete the routine.

January 4, 2010

gptip42day - Export/Import SmartList Builder Objects

If you find yourself needing to 'copy' SmartList Builder objects from one GP instance to another, here's how to do it.  In the instance in which the SLB objects to be copied exist, go

Tools>SmartList Builder>Export

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Place a checkmark next to the reports you want to export, then select a destination to save the XML file to.  Click 'Export'.  The objects will be saved in the XML file.

Next, go to the GP instance into which you want to import the SLB objects.  Go

Tools>SmartList Builder>Import

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Browse for the XML file and insert in the File Name field.  Click 'Import'.  The SLB objects are imported and ready for use.

If any of the SLB objects have SQL views associated with them, those views will have to be created in the destination SQL instance.  Also, security must be set for the new SLB objects to make them available to users.