Category: #GPLifeHacks

GP #LifeHacks 119: Year End Wage Data in a Smartlist using a SQL View

As year end quickly approaches, I wanted to share with my followers a very helpful #GPLifeHack that turns your year end wage file data into a Smartlist for easy auditing and review!

There is an ‘edit’ report for W2’s but it’s in long form and difficult to review – plus it is not easily exported to Excel.  What exports easily to Excel?  SMARTLISTS!!! YEAH THEY DO!

Let’s make this year-end process easier by creating a Smartlist for year end W2 data! 

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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!

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GP #LifeHacks 126: Automatically create bank deposits from Cash Receipts

Over the past few years, many new features of Microsoft Dynamics GP were included with each roll-out.  Because of an accelerated cadence of releases, many of these new features go unnoticed and therefore, unused.

I came across this little nugget the other day and I wanted to post a quick write up to my blog site so that I, and my followers, were reminded of this #GPLifeHack.

Normally folks create cash receipts and then, during a second step, create a deposit to match the batch of cash receipts that they took to the bank.  The cash receipts batch is usually a one to one relationship with the deposit.  So turn your two step process into one by implementing “Automatically post deposits from cash receipts”.

Here is a brief overview of how this feature.

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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!

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GP #LifeHacks 176: Requisition to PO – A Workflow gap identified!

If you’ve heard any of my ‘soapbox’ special discussions recently, you know that I am a huge fan of the enhancements flooding into Microsoft Dynamics GP.  In particular, I love to explore the workflow functionality!

Today I was asked a great question about controls involving turning a requisition into a PO.  At first, I was thinking that workflow handled this type of ‘control’.  However, after some discussion, I realized I was not listening well enough, and in fact, there is an easy way a requisition user can change the quantity, amount, etc… as they turn the requisition into a PO – after it was approved!  YIKES!!!!

GP Life Hack #176 – Requisition to PO – A Workflow gap identified! (and fixed!)

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GP #LifeHacks 152: Put individual Payable Documents on Hold

Putting a vendor on ‘Hold’ is a helpful option when we want to prevent any payments from being made against a particular vendor.  This can be done for a variety of reasons, for example, (and my favorite!) we might put a vendor on hold until we receive their W9 document.GPLifeHack 152 Image 1

This allows us to continue entering invoices but prevents payments being made to that vendor…. for all of that vendor’s invoices.

But… wait.  What if I just have a question about a particular invoice and don’t want to accidentally pay it, but do not want to put the vendor on hold?

 

 

GP Life Hack #152 – Put individual Payable Documents on Hold

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GP #LifeHacks 117: How to Quickly Resolve Navigation List Errors

Navigation Lists in GP are pretty powerful but often ignored for just a few simple reasons.

Either users are not aware of them, or they get errors when trying to open Navigation Lists so they just give up and never circle back to them.

GPLifeHack 117 Image 2If you fall into the former group, Navigation Lists can be found by visiting a module within Microsoft Dynamics GP and looking in the left margin (Navigation Pane).

Navigation Lists can save you tons of valuable time by performing many tasks right from within the list itself.  For example, if you wanted to put a few vendors on ‘hold’, or approve multiple workflow documents at once, you could do this right from the list window.

 

“Focus Shawn!  Tell us more on Navigation Lists in another blog, for today, we want to learn how to fix that pesky error!”  Ok, Ok 🙂 Onto the fix.

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GP #LifeHacks 103: Track JE’s in #Excel – Paste into GP

I love Excel!  Who doesn’t, right?  As an accountant, I live in Excel.  This is the easiest place for me to track and create Journal Entries. But after all that work, how do we get it into our accounting system, Microsoft Dynamics GP? Easy, we just ‘Paste’ the entry. Simple, I know.

GP Life Hack #103

Dynamics GP offers the cool functionality of pasting in copied data from Excel.  This includes distribution reference, the GL Account number, Debit Amount and the Credit Amount:

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A 5th column can be used for Analytical Account Alias.

Simply copy all rows of the entry (do not include the header row) and open a new JE window.  Move your cursor into the account field in the scrolling window and hit the Excel paste button.

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The data copied will now be ‘Pasted’ into the transaction entry window instead of re-keying. Totally awesome!

Keep in mind that when pasting into the transaction entry window, the accounts are validated – if any errors exist, you will get a report showing which accounts need your attention.

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That’s it, and you save a TON of keying time. I just tested this and pasted 1000 lines of a Journal Entry and it took under 30 seconds!

Pro Tip! Save the excel file and attach it to the Journal entry so you can reference it at any time.

Thanks for reading!

Shawn

GP Life Hack #103 … click to see original posting

GP #LifeHacks 167: Dynamics GP & Customer Credit Limits

Microsoft Dynamics GP can help manage your customer credit limits and provide prompts, warnings and visual cues to help mitigate over extended customers. 1

 

This is an optional feature (setup details included below).

​Using the customer maintenance window (Cards/Sales/Customer), open the customer and choose the ‘options’ button.  This will open the Customer Maintenance Options window.

N​ote that the customer credit limit can be set to no credit, unlimited, or specific amount.

GP Life Hack #167 … click to see original posting

GP #LifeHacks 150: Make Payments using Credit Cards for Payables Transactions in Dynamics GP

Making payments in Dynamics GP is pretty easy and interacts nicely with the Bank Reconciliation module.  This is true for payments made via EFT and paper check.  However, organizations who make payments using credit cards often have to do a bit of a work around in order to get these transactions handled correctly within the system.  This makes reconciling painful… even though using the CC makes things easier on the front side.

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