June 30, 2010

GPTip42day - MO Schedule Preferences

I'm going to have to change the name of my tip to 'GPTip4themonth' if I don't get back on the ball here with the tip frequency.

This tip is for all my manufacturing friends out there.  Having spent 20-some years in the manufacturing world, I thought I might be giving short shrift to my roots by seldom providing a tip on using GP Manufacturing, so here, I try to rectify that a bit.

In Manufacturing Setup, in the Scheduling Preferences window, one of the choices you need to make is whether to use Forward or Backward Infinite to schedule your manufacuring orders.

Manufacturing>Setup>MO Schedule Preferences

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What's the difference between the two methods?  Forward Infinite uses an order release date that you provide and schedules MO activity forward from that date.  Backward Infinite uses an MO due date that you provide and schedules MO activity and the planned MO release date backward from the due date.  The Infinite part of the setting means GP assumes your capacity resources are infinite as opposed to finite.  In a finite environment, the system would take into account resource constraints when planning MOs.

June 19, 2010

GPTip42day - Locking users out of GP

I don't generally suggest or endorse products in this blog but when I run across something that really stands out in terms of 'bang for the buck', I like to share it.

Need to lock users out to perform upgrades or maintenance?  Check out Rockton Software's Dynamics GP Toolbox.  http://www.rocktonsoftware.com/products.aspx?p=12

For a very modest price, the Toolbox provides the ability to lock users out and much more.

June 8, 2010

GPTip42day - Checklists

Here's a great little feature in GP that I rarely, if ever, see clients use.

Company Checklists can be used to create customized checklists of company routines. You can specify the frequency with which routines should be completed: daily, weekly, on payday, at the end of a period, month, quarter, fiscal year or calendar year, during setup, or at a frequency you choose. Using the Checklist, you can launch a GP window, a GP macro or an external task, such as SmartConnect or Integration Manager - really anything application that is an executable.  Heck, with the right executable on your desktop, you could launch a Delta IV rocket.

When you run a routine from within the Checklist, the date, time, and User ID are captured and stored in the SY02500 table in the Company database so if you want to report on or expose the record to SharePoint to incorporate into a workflow, the data is there to do so.

In the screenshot below, I setup a few routines that might be followed in a typical Financial month-end close.

Financial>Routines>Checklist

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Checklists are provided in almost all GP modules, not just Financial, and could be used for ensuring processes are carried out at any time, not just period end.

I was going to provide instructions on how to set each type of routine up but it's so intuitive with GP Help, I decided to let you have some fun with it on your own.

June 7, 2010

GPTip42day - Should I be using Daily or Periodic Depreciation Period in Fixed Assets Book Setup?

The answer depends on if you want depreciation calculated based on the number of days in each period or equally for each period of the year.

Financial>Setup>Fixed Assets>Book

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Depreciation Period
 
Select the depreciation period. A yearly depreciation rate is calculated for each asset at the beginning of each year.
 
Daily depreciation results in the yearly rate being allocated based on the number of days in a period. For companies using accounting periods of 4-week, 4-week, 5-week quarters, daily should be used. Periods that are longer will receive more depreciation.
 
Periodic depreciation results in the yearly rate being allocated equally for each period in the year.

June 6, 2010

GPTip42day - Taking the 'Pane' out of Grouping SmartLists

I've never been a big fan of the Navigation Pane in GP9 and prior versions. I just don't like anything taking up my precious desktop space. However, I've found a great use for it.

As you probably know, there is no easy way (perhaps no way at all - I've tried but gave up) to group unrelated SmartLists. Here's the business case -

Client has many branches, with branch ID's ranging from 901 to 935. Each of these branches has 8-10 SmartList Favorites that are identical across branches except they are each defined to be specific to a branch ID. Most are Field Service SmartLists, with a couple Inventory Item SmartLists and a Project SmartList in the mix. Needless to say, multiplying 8-10 SmartList Favorites by 35 branches makes for one large list of Favorites to have to wade through for each branch to find their own.

The solution I came up with was to use the Navigation Pane Shortcuts. Using this tool, you can setup a folder or folders to contain the unrelated SL Favorites for each branch and group them all in the folder. This way, all each user has to do is open that Shortcut folder and voila! there are all their Favorites grouped in one spot.

All you have to do is right click on the Shortcuts Folder and select Add>Folder.  Then rename the folder to suit your needs.  Next, right click on your new folder and select Add>SmartList.  The Add SmartList Favorite Shortcut window opens.  You select the SmartList you want added to the folder and click Done.

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That's all there is to it.

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I'd love someone to tell me there's a way to do this in SmartList or SL Builder but until they do, I'll be recommending this method of SmartList grouping.

GPTip42day - Printing Customer Refund Checks

If you have a customer or customers with credit balances on their accounts that need to be cleared, GP makes it easy to create Refund Checks to do so.

Sales>Transactions>Refund Checks

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1.  Enter a Batch ID
2.  Select All Currencies or Functional Currency
3.  Enter the Document Date
4.  Select to Create Refund for Specific Documents or Credit Balance Customers
5.  Enter a specific customer or leave the Customer field blank.  Leaving the field blank will create Refund Checks for all customers with a credit balance.  In this case, we're creating a refund for Aaron Fitz only.
6.  Check Integrate with EFT if you want to create EFT transactions.
7.  Click Insert to enter the customer in the Customer ID window. The Edit Refund Checks window opens to allow you to edit the check amount.  When happy with the check edits, click OK.
8.  If the customer is also a vendor, the Vendor ID will appear in the Vendor ID field.  If not, click on the customer to selecl it (a small black dot will appear next to the Customer ID) and click Create Vendor.  A new Temporary vendor will be created.

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9.  Click Save and close the Vendor Maintenance window.

10.  Back in the Create Refund Checks window, click Process.  A bunch of posting journals will be created and then the Print Payables Checks window opens.

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From this point, process the Refund Checks as you would any payables check batch.

This whole process ultimately results in the creation of a debit memo applied to the customer account and a payables check or EFT transction to the customer.

GPTip42day -How do I process an NSF (Non-Sufficient Funds) transaction?

GP makes it easy to process NSF transactions.  Go

Sales>Transactions>Posted Transactions

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Select the Customer, document type Payments, select the payment Number and click the NSF button.  The Auto Post NSF Debit Charge window opens.

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Accept the next document Number or type your own number in.  Accept the default NSF Charge (set in Receivables Setup) or enter your own amount.  Click OK.

Close the Posted Transactions window.  The resulting posting journals will indicate that the original cash receipt has been voided and that a debit memo has been created and posted to the customer's account in the amount of the NSF Fee you entered.

It's that easy.