April 23, 2010

GPTip42day - Price not found in Price List

Tired of getting this message when adding an item to a sales document?  Open the Sales Order Processing Setup window and check the Prices Not Required in Price List checkbox.  You can even password protect this option if you'd like.

Sales>Setup>Sales Order Processing

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April 22, 2010

GPTip42day - Transferring Multiple Sales Order to Invoices

Use the Sales Multiple Orders to Invoices Transfer window to transfer orders and back orders to invoices. Instead of transferring one document at a time, you can transfer groups of documents with the same characteristics, such as Batch ID, Customer ID, or Requested Ship Date. A separate invoice is created for each order or back order. You also can specify how to handle item quantity shortages and kit quantity shortages. This window is available only if you’re using sales fulfillment workflow.

Sales>Transactions>Transfer Multiple Orders

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If the document exceeds the customer’s credit limit and you are using customer credit limit override workflow, you can submit the document for approval.

If you are using customer credit limit override workflow, orders that exceed the customer’s credit limit won’t be transferred if they aren’t approved. You can transfer orders that don’t need approval.

April 21, 2010

GPTip42day - Copying Sales Documents

Can you make a copy of an existing sales document (quote, order, invoice, etc.)?  You sure can!

Open the Sales Transaction Entry window, enter the next Document No., the Customer ID and the Currency ID, then select Actions>CopySelect the document you want to copy, check the appropriate options and you're good to go.

April 15, 2010

GPTip42day - PO Returns Chunk File

If you post a PO receipt then realize the receipt was incorrect and process a Return, standard GP behavior will still allow you to match an invoice to the original receipt - not a good thing.  To prevent this, contact your GP Partner and ask them to get the PO Returns Chunk File for you. 

After installation of the chunk file, when invoicing a receipt, the system will check the previous quantity invoiced and the quantity returned for the line item. The most that will be allowed to be invoiced will be according to the following formula:

Quantity Shipped – (Previous Quantity Invoiced + Qty Returned)

The system will not allow invoicing of more than this amount. In the Auto Invoice window, if the checkbox for the item is marked, or the Mark All checkbox is selected, the quantity defaulted will be the most that can be invoiced as a result of the above formula.

April 14, 2010

GPTip42day - Eliminate Inactive Accounts from Lookup

If you have a lot of inactive accounts in your chart of accounts and tire of scrolling through them in account lookups to get to the account you want, here's a great tip from fellow MVP Leslie Vail for dealing with the issue.

To reduce the number of accounts displayed in subsidiary modules, use the overlooked feature of the Include in Lookup settings on the Account Maintenance screen. Simply unselect all of the modules (they are all selected by default) on any inactive account and the account will not appear in your lookups in the subsidiary modules.


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Thanks Leslie!!

April 13, 2010

GPTip42day - Purchase Order Generator - what is it?

I like to call PO Generator 'mini-MRP'.  Although not nearly as robust as Material Requirements Planning and limited to planning only Buy type items, PO Generator can be very useful in maintaining desired stock levels of purchased items.

Purchasing>Transactions>Purchase Order Generator

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Key to determining how PO Gen plans suggested purchase orders are the settings in Item Resource Planning and Site Resource Planning.

Inventory>Cards>Item Resource Planning

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Inventory>Cards>Site Resource Planning

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The settings selected in these windows determine at what stock level PO Gen suggests purchase orders for the item/site combinations.

Essentially, PO Gen scans Available Quantity for the items and sites selected in the Generate Suggest Purchase Orders window, compares that quantity to the desired stocking level (Required Quantity) as set in the Resource Planning windows and suggests purchase orders where the Available Quantity is less than the Required Quantity.  The suggested purchase quantity is based on values set in the Resource Planning windows.  (For more information on how to determine these values, see Help files for Purchase Order Generator and Item Resource Planning).

When you run PO Gen, the Suggested Purchase Orders Preview window reflects suggested POs to replenish items per your order policies.

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From this window you can generate the purchase orders required to bring your stock back up to desired levels.

Note:  This is a simplistic overview of PO Generator.  Please refer to the Help files and/or Printable Manuals for a more detailed explanation of how to use this planning tool.

April 12, 2010

GPTip42day - Remaining PO Subtotal

The value in this field on the PO Entry and PO Inquiry windows can be misleading.  Intuition would lead one to believe that this value represents the value of the unreceived items on the purchase order.  But au contrere . . . it actually represents the value of the uninvoiced items on the PO.

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The value is calculated as

(Quantity Ordered - Quantity Canceled - Quantity on Unposted Invoices - Quantity on Posted Invoices) * PO Unit Cost

April 7, 2010

GPTip42day - Can I post transactions to a year prior to the most recent closed year?

The short answer is no - unless you want to spend some $$ and hire MBS Professional Services to open the year in question for you.  There are those who've tried it on their own and they report it as a very ugly process, resulting in the need to fix a lot of transactions.

If you need to do it - hire the experts!

April 6, 2010

GPTip42day - Unit Accounts

Unit Accounts are similar to posting accounts. Both are used in transaction entry. Historical information and budgets can be kept for both types of accounts. When you post to Unit Accounts, however, you post quantities rather than amounts. Unit Accounts don’t appear on financial statements.

You can use Unit Accounts to compare financial and nonfinancial information. You can also use them with posting accounts to calculate information such as sales per employee or use them with variable allocation accounts to allocate amounts such as rent expense to each department based on its square footage, headcount, etc.

To setup a Unit Account, go
Financial>Cards>Unit Account

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In this example, we've setup the square footage of the Consulting/Training department to use it in monthly utilities cost allocations.  Note that the department covers 100,000 square feet and the amount doesn't change throughout the year.  The 100,000 value was posted in Period 1 via the journal entry below.

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You use Transaction Entry just as you would a financial journal entry to post changes to Unit Accounts.  However, when you enter a Unit Account in the Account field, the Debit and Credit fields change from currency amounts to unit amounts. If the values vary from period to period, such as headcount normally does, make subsequent entries to the account in the period(s) where the change occurs.  Enter a debit to increase the account, a credit to decrease it.

April 5, 2010

GPTip42day - Can I transfer non-inventory items between Projects?

Yes, you can but you need to make sure the Do not allow Non-Inventory Items box in Inventory Transfer Setup in PA Setup is unchecked.

Project>Setup>Inventory Transfer

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Then, perform your transfer transactions out of the incorrect project and into the correct project.

Project>Transactions>Inventory Transfer

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GPTip42day - How do I add a Fixed Asset but not depreciate it?

Occasionally, you may want to add an asset and not depreciate it.  This is very simple to accomplish -

Financial>Cards>Fixed Assets>Book

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This will prevent depreciation from running on any asset with this Depreciation Method.