Category: Company

GP #LifeHacks 101: Use dimensions WITHOUT Analytical Accounting! MDA to the rescue!

AA (Analytical Accounting) provides the ability to add additional details to transactions without adding new segments to your chart of accounts.  It does a lot of other ‘fun’ stuff, but before you dive into the deep end… consider an alternative… consider Multidimensional Analysis (MDA for the acronym fans out there).

Once thought to be removed from Dynamics GP (and maybe even some folks still believe it is not in GP), MDA lives and breathes in Dynamics GP and is an underutilized feature… so let’s take a look at this functionality!

What is MDA and how does it work?

Continue reading “GP #LifeHacks 101: Use dimensions WITHOUT Analytical Accounting! MDA to the rescue!”

GP #LifeHacks 110: Post Financial Transactions to History

Does this sound familiar?  “I can’t close my fiscal year yet… the audit is not finished.”

Closing a fiscal year in Dynamics GP does a few things, but in particular, it closes the Profit and Loss account balances out to the retained earnings account.

Many customers fear closing their fiscal year because their previous years work is not complete.  This causes complications with summary windows as well as with Financial Reporting.

I believe, in most cases, that the fiscal year can be closed right on schedule… just like closing any other month… no need to wait… no need to rebuild reports to create a make shift ‘balance brought forward’.  Just use the ‘Post to History’ functionality.

Let’s take a brief look at this…

Continue reading “GP #LifeHacks 110: Post Financial Transactions to History”

GP #LifeHacks 108: Batch Recovery – Tip to manage this like a pro using Startup folder!

Microsoft Dynamics GP has a great feature that captures posting processes that have issues or get interrupted.  This is EXTREMELY helpful and helps protect GP users against many different reasons a batch would fail to post.

Normally we go into Batch Recover (Microsoft Dynamics GP>Tools>Routines>Batch Recovery) for two reasons:  We either receive an error when the batch tries posting (that we notice) or, at month end, when things aren’t necessarily making sense when reviewing our financials or our reconciliations.

Here is a tip to help make sure that postings that go to ‘Batch Recovery’ are noticed much sooner than month end, and helps save us tons of time!

Continue reading “GP #LifeHacks 108: Batch Recovery – Tip to manage this like a pro using Startup folder!”

GP #LifeHacks 112: SQL View turned Excel Report for Fiscal Period Closing data

I have been using Mass Close for a few years now.  Not many Microsoft Dynamics GP users use it (in my experience).  I like to use it because it is origin specific closing, versus Series specific closing – the later is used by most everyone.

The ‘trouble’ with Series closing is that there are times when you need to enter transactions into certain areas for the previous month.  What folks typically do is open and close the series over and over again to achieve this.  Mass Close eliminates this need and adds extra internal controls to the closing process.

In this blog I’ll cover the mass close option, as well as share a SQL view that I turned into an Excel Report for easy managing of origin status!

Continue reading “GP #LifeHacks 112: SQL View turned Excel Report for Fiscal Period Closing data”

Detailed Period Closing List – SQL View for Dynamics GP

CREATE VIEW [dbo].[Detailed_Period_Closing_List]

-- ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~
-- Detailed Period Close Data
-- Run Against Company Database
-- Provides Checklist for Fiscal Period Close Settings - Detailed
-- Visit for more cool GP Stuff!
-- Updated by: Shawn Dorward - As of 09/14/2017
-- ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~

YEAR1 Fiscal_Year,
PERNAME as Period, 
PERIODDT as Period_Start_Date, 
PERDENDT as Period_End_Date, 
case sy40100.Series
 when 2 then 'Financial'
 when 3 then 'Sales'
 when 4 then 'Purchasing'
 when 5 then 'Inventory'
 when 6 then 'Payroll'
 when 7 then 'Project'
 else ''
 end Series,
ODESCTN as Origin_Name,
case sy40100.Closed
 when 0 then 'Open'
 When 1 then 'Closed'
 else ''
end Status,
DEX_ROW_ID as Dex_Row_ID

FROM sy40100
WHERE Pername <> 'Beginning Balance' and series <> 1 and series <> 0

-- Adding Permissions to DYNGRP


GRANT SELECT on [Detailed_Period_Closing_List] to DYNGRP

GP #LifeHacks 109: Don’t waste paper, turn off those wasteful reports!

As an accountant myself, I completely understand the desire to have a paper audit trail. After all, you will be the hero at audit time when you get asked for the posting journal for that one entry.  Much like green bar paper, printed versions of most reports just simply aren’t needed anymore.  Isn’t technology great?  Imagine the benefits of not printing those bulky reports – the impact you would have on the environment, the money you could save on paper and toner, and space!  No more bundling, stapling, whole punching, labeling, filing… sounds incredible right?

With the power of Microsoft Dynamics GP, which has a very intuitive audit trail system for transactions on the GL, you can stop printing those bulky documents and only print the ones you truly need, when you need them!

Whether you are posting Journal Entries, Cash Receipts, Payables Transactions, etc., most journals can be printed on demand in Dynamics GP, eliminating the need to print the journals as the posting happens.

GP Life Hack #109

Are you always hitting cancel 2 or 5 times after you post a batch?  Are you interested in saving paper and time?  Use the Posting Setup window to turn on/off reports that run during posting routines.  To access this window, navigate to Microsoft Dynamics GP/Tools/Setup/Posting/Posting.  This window has many different offerings for company-wide setup, by module and task type.  At the top of the window you can select the ‘Series’ (or module) then select the ‘Origin’ (or task type) from the top right.

Posting Setup 1.png

Posting Setup 2.png

Once you select a Series and an Origin, take a look at the bottom scrolling list. These are the reports available for this specific Series and Origin. In my example here, Purchasing/Payables Transaction Entry, I have 5 reports available. I can choose to uncheck the checkbox to turn that report off, or even make some changes in the “Send To” area to prompt me each time, bring it to the screen each time, print each time, or even save it off as a file, rather than print.

Posting Setup 3.png

These settings apply to the specific company you are logged into, and apply to all users who use that particular company.

Try adjusting these settings in a TEST company and start saving time and money!