Microsoft Dynamics GP 2013 Cookbook
By Ian Grieve
()
About this ebook
Ian Grieve
Ian Grieve is a Microsoft® Most Valuable Professional for Microsoft Dynamics GP and is also a certified Dynamics CRM consultant specializing in the delivery of Microsoft Dynamics GP and CRM projects. He is a senior consultant at Perfect Image Ltd., a Microsoft Partner and VAR in the North East of England.Ian has worked with Microsoft Dynamics GP since 2003 and, over the years since then, has dealt with all aspects of the product life-cycle from presales, to implementation, to technical and functional training, to post go-live support and subsequent upgrades and process reviews.Alongside his work with Microsoft Dynamics GP, he has fulfilled a similar role, since joining Perfect Image, dealing with Microsoft Dynamics CRM, with especial emphasis on project delivery and the training of end users on the management of sales, marketing, and service.Ian is the co-author of Microsoft Dynamics GP 2013 Cookbook, author of Microsoft Dynamics GP 2013 Financial Management, produced the Microsoft Dynamics GP Techniques online learning course and was the technical reviewer for both Microsoft Dynamics CRM 2011 Applications (MB2-868) Certification Guide and Microsoft Dynamics CRM 2011 Cookbook.In his spare time, Ian runs the azurecurve | Ramblings of a Dynamics GP Consultant (http://www.azurecurve.co.uk) blog dedicated to Microsoft Dynamics GP and related products.The most recent offshoot of running his blog is that Ian has started writing plugins to extend the functionality of the blogging platform, WordPress. A new site, azurecurve WordPress Development (http://wordpress.azurecurve.co.uk) contains information on his plugins and also the new blog where he discusses how development of plugins is done.
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Microsoft Dynamics GP 2013 Cookbook - Ian Grieve
Table of Contents
Microsoft Dynamics GP 2013 Cookbook
Credits
About the Author
Acknowledgment
About the Author
Acknowledgment
About the Reviewers
www.PacktPub.com
Support files, eBooks, discount offers and more
Why Subscribe?
Free Access for Packt account holders
Instant Updates on New Packt Books
Preface
What this book covers
What you need for this book
Who this book is for
Conventions
Reader feedback
Customer support
Errata
Piracy
Questions
1. Personalizing Dynamics GP
Introduction
Improving visibility by setting required fields to bold and red
Getting ready
How to do it...
How it works...
There's more...
Modifier with Visual Basic for Applications (VBA)
Getting faster access to data with the shortcut bar
Getting ready
How to do it...
How it works...
There's more...
Use external Shortcuts for greater flexibility
Organize with folders
Complex shortcuts
See also
Reducing clicks with start-up shortcuts
Getting ready
How to do it...
How it works...
There's more...
File example
Drag and drop
See also
Personalizing the Home page by selecting the right role
How to do it...
See also
Further personalizing the Home page by customizing the layout
How to do it...
There's more...
See also
Speeding access to data with Quick Links
Getting ready
How to do it...
How it works...
See also
Rearranging navigation to make it easier
Getting ready
How to do it...
How it works...
Jumping to the right location with breadcrumbs
Getting ready
How to do it...
Managing personal reports with My Reports
How to do it...
There's more...
Reports without options
Better dates in report options
See also
Viewing open items with the Task List
Getting ready
How to do it...
How it works...
There's more...
Recurring tasks
See also
Visualizing information with Business Analyzer on the Home page
How to do it...
How it works...
There's more...
Multiple Business Analyzer reports
Full view
See also
Accessing accounts faster with favorites in lookups
Getting ready
How to do it...
There's more...
Set as default view
Restricted list
Resetting
Account security
See also
Cleaning up the mess by fixing AutoComplete errors
Getting ready
How to do it...
How it works...
There's more...
Removed unused entries
Reduce the number of AutoComplete entries
Reset AutoComplete
2. New in Dynamics GP 2013
Introduction
EFT format enhancements
Getting ready
How to do it...
There's more...
Enhanced GL Year-End Closing
How to do it...
How it works...
There's more...
Modifying the sales order's Ship To address
Getting ready
How to do it...
How it works...
There's more...
See also
Reason codes for inventory transactions
Getting ready
How to do it...
There's more...
See also
Tolerance handling
How to do it...
How it works...
See also
Tracking serial and lot numbers on drop ship POs
Getting ready
How to do it...
How it works...
There's more…
See also
Selecting multiple serial or lot numbers
How to do it...
There's more…
See also
Relating or linking items for suggested sales
Getting ready
How to do it...
See also
Intercompany asset transfer
How to do it...
There's more...
See also
Historical depreciation report
How to do it...
How it works...
There's more...
Mass depreciation reversal
Reset history in detail
See also
Fixed assets batches
How to do it...
There's more...
See also
3. Organizing Dynamics GP
Introduction
Speeding account entry with account aliases
Getting ready
How to do it...
How it works...
See also
Cleaning account lookups by removing accounts from lookups
How to do it...
How it works...
Gaining visibility by using horizontal scroll arrows
How to do it...
How it works...
There's more...
Activating horizontal scroll arrows for all users
Widening segments for better visibility
Streamlining payables processing by prioritizing vendors
Getting ready
How to do it...
How it works...
Getting clarity with user-defined fields
How to do it...
How it works...
There's more...
Special User-Defined 1 features
Company Setup user-defined fields
Expanded user-defined fields
See also
Developing connections with Internet user-defined fields
How to do it...
How it works...
There's more...
Login and password
Label 7 and Label 8
See also
Gaining reporting control with account rollups
Getting ready
How to do it...
How it works...
See also
Remembering processes with an ad hoc workflow
Getting ready
How to do it...
How it works...
See also
Improving financial reporting clarity by splitting purchasing accounts
How to do it...
How it works...
Speeding lookups with advanced lookups
Getting ready
How to do it...
How it works...
See also
Going straight to the site with web links
Getting ready
How to do it...
How it works...
There's more...
All field values
Multiple values
See also
4. Automating Dynamics GP
Introduction
Using reminders to remember important events
How to do it...
How it works...
There's more...
Drilling down into reminders
See also
Controlling reporting dates with beginning and ending periods
Getting ready
How to do it...
How it works...
There's more...
Fiscal period versus month
Beyond the period
Automating reporting with report groups
Getting ready
How to do it...
How it works...
There's more...
Groups of groups
See also
Speeding entry by copying an inventory item
How to do it...
How it works...
Improving consistency with shortcuts and user classes
Getting ready
How to do it...
How it works...
See also
Speeding month-end closing by reconciling bank accounts daily
Getting ready
How to do it...
How it works...
There's more...
High transaction volume accounts
Bank statement cut off
Automating processes with macros
How to do it...
How it works...
There's more...
Macros and the shortcut bar
Macros can be run with a keystroke combination
Macro pauses
Sequential macros
See also
Getting early warnings with business alerts
Getting ready
How to do it...
How it works...
There's more...
Prebuilt alerts
See also
Splitting AP across departments automatically with Control Account Management
Getting ready
How to do it...
How it works...
There's more...
Multi-company
See also
Getting control of accruals and deferrals with recurring GL batches
Getting ready
How to do it...
How it works...
There's more...
Recurring batch best practices
Revenue/expense deferral module
Field service contracts module
Speeding document delivery with an e-mail
Getting ready
How to do it...
How it works...
There's more...
Setup
5. Harnessing the Power of SmartLists
Introduction
Sorting data to get the information you want
How to do it...
How it works...
See also
Speeding access to information with SmartList favorites
How to do it...
How it works...
There's more...
Modifying SmartList favorites
GoTo
See also
Getting warnings with SmartList alerts
Getting ready
How to do it...
How it works...
There's more...
Modifying and removing custom reminders
See also
Improving information returned with SmartList Search
How to do it...
How it works...
There's more...
Field Comparison
Match Case
Search Type
Wildcard search
See also
Controlling data with SmartList record limits
How to do it...
How it works...
Tailoring SmartLists by adding fields
How to do it...
There's more...
Removing fields
Favorites
Default SmartLists
See also
Controlling access by sharing or restricting SmartList favorites
How to do it...
How it works...
There's more...
SmartList security
Favorite naming best practices
Renaming fields for clarity
How to do it...
How it works...
There's more...
Default SmartList column names
See also
6. Connecting Dynamics GP to Microsoft Office 2013
Introduction
Building analyses by exporting SmartLists to Microsoft Excel
How to do it...
How it works...
See also
Delivering flexibility by exporting navigation lists to Excel
How to do it...
How it works...
See also
Improving reports by sending SmartLists to Word
How to do it...
How it works...
See also
Communicating with customers using letters from Microsoft Word
How to do it...
There's more...
SmartList favorites
Letter customization
Other starting points
See also
Skipping the exports by using prebuilt Excel reports
Getting ready
How to do it...
How it works...
There's more...
Excel Report Builder
SQL and ODC connections
Trust and security
See also
Reporting on any Dynamics GP data with direct Excel connections
How to do it...
How it works...
There's more...
Tables
Advanced options
Importing data with Microsoft Word and a Dynamics GP macro
Getting ready
How to do it...
How it works...
There's more...
Limitations
Getting fine grain control of Excel exports from SmartList
Getting ready
How to do it...
How it works...
See also
Gaining flexibility by printing documents with Microsoft Word
How to do it...
How it works...
There's more...
Which report to use?
User template creation
7. Exposing Hidden Features in Dynamics GP
Introduction
Controlling posting dates when not posting by batch
How to do it...
How it works…
Reducing posting steps with better printing control
Getting ready
How to do it...
How it works...
There's more...
Posting reports
Print Options box
See also
Improving information with tax dates in transactions
Getting ready
How to do it...
How it works...
See also
Gaining the option to process taxes in the general ledger
Getting ready
How to do it...
How it works...
See also
Changing the remit-to address on a payables transaction after posting
How to do it...
See also
Understanding all the financial information about an asset with fixed asset details
How to do it...
How it works...
Speeding entry by copying a purchase order
How to do it...
How it works...
There's more...
Copying a sales order
Getting control of printing with named printers
Getting ready
How to do it...
How it works...
There's more...
Printer classes
See also
Speeding month-end processing with Reconcile to GL functionality
How to do it...
How it works...
There's more...
Balancing the year
When standard functionality isn't enough
Improving budget creation with Combine Budgets
How to do it...
How it works...
8. Improving Dynamics GP with Hacks
Introduction
Building custom help with window notes
How to do it...
How it works…
Using comments without needing a comment name
How to do it...
How it works...
There's more...
Line item comments
Keeping the chart of accounts clean by reactivating the Account Segment warnings
How to do it...
How it works...
Reducing licensing needs by preventing multiple company logins
How to do it...
How it works...
Using a CNAME alias to prevent resetting all passwords in migrations or DR failovers
Getting ready
How to do it...
How it works…
Turning on more features with Dex.ini settings
Getting ready
How to do it...
There's more...
Additional Dex.ini settings
See also
Entering and tracking use tax with credit card functionality
Getting ready
How to do it...
How it works...
Correcting a lost password by resetting the system password
How to do it...
How it works...
There's more...
Warning the user if Caps Lock is on during login
How to do it...
There's more…
Patrick Roth's solution
Vaidhyanathan Mohan's solution
Getting greater journal entry control by clearing recurring batch amounts
How to do it...
See also
9. Preventing Errors in Dynamics GP
Introduction
Preventing posting errors by managing batch dates
Getting ready
How to do it...
How it works…
See also
Reducing out-of-balance problems with Allow Account Entry
How to do it...
How it works...
There's more...
Adjustments
See also
Ensuring entry in the correct company by warning about test companies
How to do it...
How it works...
There's more…
See also
Protecting Dynamics GP with key security settings
How to do it...
How it works...
There's more...
Security for security
Security solutions
Providing clean vendor information by properly closing purchase orders
How to do it...
How it works...
Preventing account selection errors with chart segment names
Getting ready
How to do it...
How it works...
See also
Ensuring proper year-end closing by checking posting types
How to do it...
How it works...
See also
Preventing sales of a discontinued inventory item
How to do it...
How it works...
There's more...
See also...
Correcting errors by backing out, correcting, and copying GL entries
How to do it...
How it works...
There's more...
Subledger corrections
10. Maintaining Dynamics GP
Introduction
Speeding up navigation lists by disabling Business Analyzer
How to do it...
How it works…
There's more...
See also
Preventing entry of wrong dates by closing periods
How to do it...
There's more...
The Mass Close button
Improving performance by adjusting the AutoComplete settings
How to do it...
How it works...
There's more...
Making the change for all users
See also
Cleaning up Accounts Receivable with Paid Transaction Removal
Getting ready
How to do it...
How it works...
There's more...
The balance forward method
Providing correct tax information by updating 1099 information
How to do it...
How it works...
There's more...
1099 vendor setup
Maintaining updated code by rolling out service packs with Client Update
Getting ready
How to do it...
How it works...
There's more...
Service pack errors
Improving stability by managing dictionaries
How to do it...
How it works...
There's more...
The Dynamics.set file
Safeguarding data by backing everything up
How to do it...
How it works...
There's more...
Additional backups
Resolving errors with the Check Links utility
How to do it...
How it works...
See also
Speeding login by clearing the Menu Master table
How to do it...
How it works...
Validating balances with the Reconcile utility
How to do it...
How it works...
See also
Troubleshooting issues with a DexSQL log
How to do it...
How it works...
See also
Speeding security setup with user copy
Getting ready
How to do it...
11. Extending Dynamics GP with the Support Debugging Tool
Introduction
Extending Dynamics GP with the Support Debugging Tool
How to do it...
Coloring windows by company
Getting ready
How to do it...
How it works...
There's more…
See also...
Capturing and sending screenshots for support
How to do it...
How it works...
There's more...
Default settings
Logging transactions for troubleshooting
How to do it...
There's more...
Automatic logging
Executing SQL from within Dynamics GP
How to do it...
How it works...
Getting information about security resources
How to do it...
How it works...
There's more...
Automatic security profiles
Export/import security logs
12. Extending Dynamics GP Professional Services Tools Library
Introduction
Installing and configuring Professional Services Tools Library
Getting ready
How to do it...
There's more…
Disable a company database to prevent users from logging in
How to do it...
How it works…
Replicate settings and data to a new company with Company Copy
Getting ready...
How to do it...
How it works…
Duplicate data between companies using Master Triggers
Getting ready...
How to do it…
How it works…
There's more…
Merge records with Combiner
How to do it...
There's more...
Import from spreadsheet
Other Combiner functions
Change data using Modifier
How to do it…
There's more...
Customer name Modifier
Import from spreadsheet
Other Modifier functions
Setting a minimum PO/Receipt Number
Getting ready
How to do it...
How it works…
Preventing date errors with Doc Date Verify
Getting ready
How to do it...
How it works...
Index
Microsoft Dynamics GP 2013 Cookbook
Microsoft Dynamics GP 2013 Cookbook
Copyright © 2013 Packt Publishing
All rights reserved. No part of this book may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written permission of the publisher, except in the case of brief quotations embedded in critical articles or reviews.
Every effort has been made in the preparation of this book to ensure the accuracy of the information presented. However, the information contained in this book is sold without warranty, either express or implied. Neither the authors, nor Packt Publishing, and its dealers and distributors will be held liable for any damages caused or alleged to be caused directly or indirectly by this book.
Packt Publishing has endeavored to provide trademark information about all of the companies and products mentioned in this book by the appropriate use of capitals. However, Packt Publishing cannot guarantee the accuracy of this information.
First published: July 2010
Second edition: May 2013
Production Reference: 1170513
Published by Packt Publishing Ltd.
Livery Place
35 Livery Street
Birmingham B3 2PB, UK.
ISBN 978-1-84968-938-0
www.packtpub.com
Cover Image by Sandeep Babu (<sandyjb@gmail.com>)
Credits
Authors
Ian Grieve
Mark Polino
Reviewers
Vaidhyanathan Mohan
Jivtesh Singh
Joseph R. Tews
Acquisition Editor
Kartikey Pandey
Lead Technical Editor
Susmita Panda
Technical Editors
Prasad Dalvi
Worrell Lewis
Amit Ramadas
Varun Pius Rodrigues
Project Coordinator
Kranti Berde
Proofreaders
Lawrence A. Herman
Linda Morris
Indexer
Monica Ajmera Mehta
Production Coordinator
Aparna Bhagat
Cover Work
Aparna Bhagat
About the Author
Ian Grieve is a Microsoft Dynamics GP and CRM certified consultant specializing in the delivery of Microsoft Dynamics GP and CRM projects. He is a senior consultant at Perfect Image Ltd., a Microsoft partner and VAR in the North East of England.
Ian has worked with Microsoft Dynamics GP since 2003 and, over the years since, has dealt with all aspects of the product life cycle from presales, to implementation, to technical and functional training, to post go-live support and subsequent upgrades, and process reviews.
Alongside his work with Microsoft Dynamics GP, he has fulfilled a similar role dealing with Microsoft Dynamics CRM, with a special emphasis on project delivery and training of end users on the management of sales, marketing, and service.
In his spare time, Ian runs the azurecurve | Ramblings of a Dynamics GP Consultant (http://www.azurecurve.co.uk) blog dedicated to Microsoft Dynamics GP and related products and tries, often unsuccessfully, to squeeze in extra time for the Dynamics CRM-related blog coralcurve | A Consultant's Dabblings in Dynamics CRM (http://www.coralcurve.co.uk).
Acknowledgment
Thanks to my parents for their support through the years, especially my dad who got me into computers when I was young; it's turned from a hobby into a good career.
Thank you to Rob Hankin and William Morris at Perfect Image Ltd., for your openness to my writing this book; without your support this project would never have been started.
Thanks also to Dave Staples who, despite my initial reluctance, first got me working on Financial Management Systems and then working with Microsoft Dynamics GP; first on the helpdesk and then progressing into a consultant's role. Without you I'd never have been in a position to start this book.
Thanks must also go to Andrew Cooper (AGC, never AC) with whom I worked alongside on Dynamics GP for a number of years as we not only learned the system, its flaws, and imperfections, but also its depth, breadth, and capabilities.
Finally, thanks to the people at Packt Publishing who I worked with through the course of the project and, not least, to Mark Polino for the predecessor version of this book and for his efforts in the wider Dynamics GP community.
About the Author
Mark Polino is a Microsoft MVP for Dynamics GP, a Certified Public Accountant, and a Microsoft Certified Business Management Solutions Professional. He is the author of the premier Dynamics GP related blog, DynamicAccounting.net, and the creator and presenter of the successful series Getting More Out of Microsoft Dynamics GP: 50 Tips in 50 minutes. Mark has worked with Dynamics GP and its predecessor, Great Plains, for more than 10 years.
He works as a Principal Consultant with I.B.I.S., Inc. and spends his days helping clients implement Microsoft Dynamics GP.
Acknowledgment
To my wife Dara and my children, Micah and Angelina, thank you for your support in this project. You've patiently endured this obsession without complaining or killing me in my sleep. To mom and dad, thanks for the cheerleading even though you had no idea what this book is about.
Thank you to Andy Vabulas, Dwight Specht, and Clinton Weldon at I.B.I.S. for your support of this book. Without your openness to this project it never would have happened. To Abby, Troy, Ross, and all the other I.B.I.S. consultants who listened to me drone on about how the book was progressing, you have both my apologies and my thanks for your encouragement.
I owe a debt of gratitude to the kind folks at the Hampton Inn in Mt. Airy, NC. The majority of this book was written there while working on a Dynamics GP project. The hotel is staffed with some of the nicest people that you will ever meet and they were happy to fuel this book with great rooms and Diet Mt. Dew.
Much of this book was written on an Acer netbook. Without the small size and long battery life of the netbook, Microsoft Dynamics GP 2010 Cookbook would never have been finished on time.
To everyone else who has offered encouragement throughout this project, you have my thanks. To those who have been less than encouraging, I hope you someday decide to write a book.
About the Reviewers
Vaidhyanathan Mohan is a Microsoft-certified freelance Microsoft Dynamics GP consultant with expertise in Microsoft Dynamics GP and related technologies. Starting his career as a GP developer, he slowly and steadily enhanced his skills on Microsoft Dynamics GP, both on the product and technologies, and became a complete product consultant.
He has worked on various challenging customization developments and Dynamics GP implementations. He is an active participant on all Microsoft Dynamics GP community forums and Microsoft Dynamics GP technical blogger, namely Dynamics GP – Learn & Discuss (http://vaidymohan.com), which is listed on Microsoft's official Dynamics GP blog space. He is also one of the technical reviewers of the book, Developing Microsoft Dynamics GP Business Applications by Packt Publishing.
He is who he is now because of his devoted parents, his brother and family, his wife and his daughter. He is an avid photography enthusiast (http://500px.com/seshadri), music fanatic, coffee addict, and immensely fond of anything about Microsoft Dynamics GP.
Jivtesh Singh is a Microsoft Dynamics GP MVP, and a Microsoft Dynamics Certified Technology Specialist for Dynamics GP. Through his blog, which is widely read in the Dynamics GP community, he covers Dynamics GP tips, tricks, and news.
Jivtesh is a Dynamics GP Consultant and Systems Implementer, and has been associated with the Microsoft Technologies since the launch of Microsoft .NET Framework. Jivtesh has over 10 years of experience in development and maintenance of enterprise software using best coding practices, refactoring and usage of design patterns, and Test-driven development. Jivtesh recently built a Kinect interface to control the Microsoft Dynamics GP 2010 R2 Business Analyzer with gestures. Later, he built a part of the GP Future demo for Convergence GP Keynote.
Jivtesh has set up a custom search engine directory for Dynamics GP blog at www.gpwindow.com to help with easier access of Dynamics GP resources for the GP community. With MVP Mark Polino, he has also set up a Dynamics GP product directory www.dynamicsgpproducts.com.
Jivtesh's blog on Dynamics GP is www.jivtesh.com. Jivtesh's custom search engine for GP blogs is www.gpwindow.com. Dynamics GP Products website is www.dynamicsgpproducts.com.
Joseph R. Tews is a Microsoft Dynamics and SharePoint Professional, and Microsoft Certified Trainer, with experience as both a Microsoft partner and customer. Joe's experience is varied from implementations and upgrades, to product administration, support, and training delivery to end users and other Microsoft partners. He specializes in working with Microsoft SharePoint Technologies in Microsoft Dynamics GP, Microsoft Dynamics GP installation and administration, as well as working with Microsoft Dynamics CRM, Microsoft SQL Server, and Business Intelligence.
Joe teaches Microsoft Dynamics GP and other specialized classes across the country and the world for both customers and partners, and has also been identified as a Lead Trainer for the MCT program. In recognition for his work with Microsoft SharePoint and Microsoft SharePoint Technologies in Microsoft Dynamics GP, Joe has presented multiple sessions on these topics at Microsoft's Convergence, GP Partner Connections, and GPUG conferences. Joe has also been a contributing author to multiple courseware offerings from Microsoft learning.
I'd like to thank my family, most importantly my parents Bob and Nancy, and my sisters Corrie and Jenna, for all of their support throughout my professional career. I would also like to thank my friends and coworkers for all the help and support throughout the years. I wouldn't be where I am today without all of them.