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

Continue reading “GP #LifeHacks 152: Put individual Payable Documents on Hold”

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.

Continue reading “GP #LifeHacks 117: How to Quickly Resolve Navigation List Errors”

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:


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!


GP Life Hack #103 … click to see original posting

The Early Bird… #Summit2017

Every time I hear ‘early bird’, it reminds me of my grandmother and the many times she took me to play Bingo.  LOL

Well, almost every time – This time, I’m referring to Summit 2017!  GPUG Summit, that is.  🙂 Check it out here –>  GPUG Summit 2017 Website

The early bird discount that GPUG Summit offers expires soon – so get the worm!  Or, even better, save some money!

As part of the planning committee, I can personally guarantee you that this year’s event in Nashville will make sure that your boots were made for walking!!!  It’s top notch and full of over 170 sessions of educational content!

The biggest reason people don’t do more with GP… they don’t learn more.  Let’s get to work (and have some fun!)  Hear more from the most Irish Cowboy on the planet, @Bob McAdam – check out this video: GPUG Summit 2017 Video Series_1

Need some help convincing your boss?  Tell them Shawn sent you – or better yet, check out this download 🙂
GPUG Summit – Convince your boss

Last but not least… if you are an end user looking to show off your GP skillz – send me a message – we’d love to have you share your knowledge at a chapter meeting or even possibly present at  Summit 2017!  (Sorry DC marketing, I like to call it Summit 2017 instead of Summit Nashville 🙂  )





Shawn Dorward

Microsoft MVP, Business Solutions | LinkedIn | Twitter | GPUG | MSDYNGP


Original Post:



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.

Continue reading “GP #LifeHacks 150: Make Payments using Credit Cards for Payables Transactions in Dynamics GP”

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

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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.

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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!

GP #LifeHacks 133: Keep your budget data safe from accidental edits in GP

Budgets… not the most exciting topic but one of the most important aspects to any business.

Microsoft Dynamics GP has a user friendly (and excel friendly) budget component built within the financial module. Users can easily build an excel file based on previous year actual balances, existing budget files already in the system, as well as blank budgets. Using the Excel portion of the budget process means that companies can use formulas in excel to automatically update accounts based on other factors. Formulas can be linked to other account values, other worksheets, other files, etc. This makes budgeting for payroll expenses, taxes, depreciation, etc… very easy!

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Another additional benefit to this process is that budget files can be broken down, perhaps by department, and distributed to different team members.  Once everyone updates their files, these Excel files can be imported back into Dynamics GP – combined into one budget, or multiple budgets.  At the end of the process, when the budget is final and approved by everyone involved in the process, we can now use this for reporting in Management Reporter and ISV products.

There’s a lot of work that goes into the budget process… and once the annual cycle is complete, it is probably time for a celebration.  Don’t forget to avoid any accidents and get that budget locked down in Dynamics GP!

GP #LifeHack 133

133 2.pngIf you are like me and have struggled with fellow users making changes to the GP Budget file, then you completely understand how frustrating it can be when you run your financial reports, and maybe even publish them, just to get questions about the reliability of the budget data. You can prevent this by using this GP Life Hack!

Use the padlock on the budget maintenance window to ensure that others don’t accidentally delete or adjust budget figures.


Locking the budget has many benefits but let’s be honest, that peace of mind is important. Using this little known function can save you time and ensure your hard work doesn’t take a reputation hit.

To the right of the budget ID is a little padlock – when clicked, a password window will pop up. Be sure to document the password used. Another helpful aspect to this would be to save the excel file off securely.

Now that your budget is secure, wouldn’t it be nice to be able to include this as an inquiry window within GP? Look for my next GP Life Hack as we uncover a very cool feature of GP that allows you to compare the budget to a specific account, or group of accounts, from an inquiry window – without running a report!

GP Life Hack #133 … click to see original posting

GP #LifeHacks 121: Keep your AP & AR in balance with your General Ledger

I know your team works hard… day in and day out… and at month end, you reconcile your Accounts Payable or Accounts Receivable sub ledger to your GL Trial Balance with an optimistic approach that never seems to really pay off.  No matter how hard you try, there is always a reconciling adjustment needed in order to balance…  UGH!  Whether it’s a penny, 1,000.00 or 61,312.76… it’s downright frustrating.

What is causing this variance?  Usually it is a journal entry.  We all love them, but let’s be honest… not everyone makes journal entries with the same level of confidence as you do.  Let’s get this game of ‘tug of war’ fixed once and for all!

Continue reading “GP #LifeHacks 121: Keep your AP & AR in balance with your General Ledger”