Microsoft Dynamics GP 2016 Cookbook
By Mark Polino and Ian Grieve
()
About this ebook
- Switch to Dynamics GP 2016 to take advantage of improved cloud support, workflow enhancements, and a more intuitive user experience
- Understand the various tips and tricks to master Dynamics GP, and improve your system’s stability in order to enable you to get work done faster
- Discover how to solve real-world problems in Microsoft Dynamics GP 2016 with easy-to-understand and practical recipes
The book is for Dynamics GP users and Dynamics GP partners. It assumes that you have a basic understanding of business management systems and Microsoft Dynamics GP.
Mark Polino
Mark Polino is a Certified Public Accountant, a Microsoft Certified Business Management Professional, and a Microsoft MVP for Dynamics GP. He has been working with Dynamics GP as an administrator and consultant for more than ten years. Currently Mark is a Principal Consultant with Microsoft partner I.B.I.S., Inc. and he runs the premier user-focused Dynamics GP blog at DynamicAccounting.net.
Read more from Mark Polino
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Microsoft Dynamics GP 2016 Cookbook - Mark Polino
Table of Contents
Microsoft Dynamics GP 2016 Cookbook
Credits
About the Authors
About the Reviewers
www.PacktPub.com
eBooks, discount offers, and more
Why subscribe?
Instant updates on new Packt books
Preface
What this book covers
What you need for this book
Who this book is for
Sections
Getting ready
How to do it…
How it works…
There's more…
See also
Conventions
Reader feedback
Customer support
Downloading the color images of this book
Errata
Piracy
Questions
1. Personalizing Dynamics GP
Introduction
Personalizing the home page by selecting the right role
How to do it...
See also
Improving visibility by setting required fields to bold and red
Getting ready
How to do it...
How it works...
There's more...
Modifier with VBA
Further personalizing the home page by customizing the layout
How to do it...
There's more...
See also
Speeding up 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...
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 Task List
Getting ready
How to do it...
How it works...
There's more...
Recurring tasks
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
Reducing the number of AutoComplete entries
Resetting AutoComplete
2. Organizing Dynamics GP
Introduction
Speeding up account entry with Account Alias
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 with 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
Labels 7 and 8
See also
Controlling reporting 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 up 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...
The All Field Values box
Multiple values
See also
3. Automating Dynamics GP
Introduction
Copying security from an existing user
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
Speeding up entry by copying an inventory item
How to do it...
How it works...
Automating processes with macros
How to do it...
How it works...
There's more...
Macros can be made faster
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
Speeding document delivery with e-mail
Getting ready
How to do it...
How it works...
There's more...
Customer and vendor setup
Company setup
Relating or linking items for suggested sales
Getting ready
How to do it...
See also
Automatically post cash receipt deposits
Simplifying statement delivery with print remaining documents
How to do it...
How it works...
4. Leveraging New and Updated Features in Dynamics GP
Introduction
Take the company offline for maintenance
How to do it...
How it works…
There's more…
Copying and pasting journals from Excel
Getting ready
How to do it...
There's more...
Budget Import Exception reporting
Getting ready
How to do it...
Enhanced GL Year-End Closing
How to do it...
How it works...
There's more...
Unit Account
Reversing Year-End Close
Fix cross-company mistakes by voiding intercompany transactions
Getting ready
How to do it...
See also
Improving cross-company visibility with Intercompany Journal inquiries
How to do it...
How it works...
EFT Format Enhancements
Getting ready
How to do it...
There's more...
Expanding payment options with credit card payment runs
Getting ready
How to do it...
How it works...
Merging records with Customer Combiner and Modifier
How to do it...
There's more...
Modifying a customer number
Import from spreadsheet
Other Combiner functions
Modifying Sales Order Ship To Address
Getting ready
How to do it...
How it works...
There's more...
See also
Getting a complete view with All-In-One View
How to do it...
How it works...
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
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
Improve year-end with the Fixed Asset Year-End Closing Report
Getting ready
How to do it...
Purchase requisitions
How to do it...
There's more…
Gaining efficiency by printing or e-mailing any report with Word templates
Getting ready
How to do it...
There's more...
Attaching documents to records
Getting ready
How to do it...
5. 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 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...
Understanding an asset's financial information with Asset Details
How to do it...
How it works...
Speeding up 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 up month-end processing with the Reconcile to GL functionality
How to do it...
How it works...
There's more...
Balancing the year
When AP and AR aren't enough
Improving budget creation with Combine Budgets
How to do it...
How it works...
Controlling POs with prepayments
Getting ready
How to do it...
There's more...
Gaining flexibility with Inventory Tolerance Handling
How to do it...
How it works…
Creating Fixed Assets with a default ID
Getting started…
How to do it...
Avoid creating Payables Invoices when a PO already exists
How to do it...
How it works...
6. Improving Dynamics GP with Hacks
Introduction
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 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…
Turning on more features with the Dex.ini settings
Getting ready
How to do it…
There's more…
Additional Dex.ini settings
Popular Dex.ini resources
See also
Tackling self-assessed taxes such as Use Tax with the Reverse Tax functionality
Getting ready
How to do it...
How it works…
There's more…
Correcting a lost password by resetting the system password
How to do it…
How it works…
There's more…
Getting greater journal entry control by clearing recurring batch amounts
How to do it…
7. Preventing Errors in Dynamics GP
Introduction
Preventing posting errors by managing Batch Date
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…
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 segment names
Getting ready
How to do it…
How it works…
See also
Ensuring proper year-end closing by checking Posting Types
Getting ready
How to do it…
How it works…
See also
Preventing sales of discontinued inventory
How to do it…
How it works…
There's more…
Correcting errors by backing out, correcting, and copying journal entries
How to do it…
How it works…
There's more…
Subledger corrections
8. Harnessing the Power of SmartLists
Introduction
Changing the Favorites pane size and visibility
How to do it...
Sorting data to get the information you want
How to do it...
How it works...
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
Tailoring SmartLists by adding fields
How to do it…
Theres more...
Removing fields
Favorites
Default SmartLists
See also
Renaming fields for clarity
How to do it...
How it works...
There's more...
Default SmartList column names
See also
Speeding up access to information with SmartList Favorites
How to do it...
How it works...
There's more...
Modifying SmartList Favorites
Go To
See also
Controlling data with SmartList record limits
How to do it...
How it works...
Getting warnings with SmartList alerts
Getting ready
How to do it...
How it works...
There's more...
Modifying and removing custom Reminders
See also
Controlling access by sharing or restricting SmartList Favorites
Getting started…
How to do it...
How it works...
There's more...
SmartList security
Favorite naming best practices
9. SmartList Designer
Introduction
Creating a new SmartList
How to do it…
There's more…
Preview the SmartList
Configuring default columns for new SmartLists
Creating a new SmartList from a SQL View
Getting ready
How to do it…
There's more…
Adding a filter to a SmartList
How to do it…
Exporting a SmartList object
How to do it...
Importing a SmartList object
How to do it…
Creating a refreshable Excel report from a SmartList
Getting ready
How to do it…
10. Connecting Dynamics GP to Microsoft Office 2016
Introduction
Building analyses by exporting SmartLists to Microsoft Excel
How to do it…
How it works…
See also
Getting fine-grained control of Excel Exports from 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 pre-built Excel reports
Getting ready
How to do it…
How it works…
There's more…
Excel Report Designer
SQL and ODC connections
Trust and security
See also
Delivering the goods with Excel-based dashboards
Getting ready
How to do it…
How it works…
There's more…
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-grained 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
11. 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 to wrong dates by closing periods
How to do it…
There's more…
Mass Close
Improving performance by adjusting 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…
Balance forward
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 down service packs with Client Updates
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 up login by clearing the Menu Master table
How to do it…
Validating balances with the Reconcile utility
How to do it…
How it works…
See also
Troubleshooting issues with a DexSQL.log file
How to do it…
How it works…
12. Extending Dynamics GP Professional Services Tools Library
Introduction
Replicate settings and data to a new company with Company Copy
Getting ready...
How to do it...
How it works…
See also...
Duplicate data between companies using Master Triggers
How to do it...
How it works…
There's more…
See also...
Merge records with Combiner
How to do it...
There's more...
Other Combiner functions
See also...
Change data using Modifier
How to do it…
There's more...
Import from spreadsheet
Other Modifier functions
Using Customer Name Modifier
How to do it…
Import from spreadsheet
Other Name Modifiers
Set a minimum PO/receipt number
Getting ready
How to do it...
How it works…
See also...
Preventing date errors with Doc Date Verify
Getting ready
How to do it...
How it works...
See also...
13. Modern Business Intelligence for Dynamics GP
Introduction
Activating OData for better external analysis
Getting ready
How to do it…
How it works…
There's more…
See also
Secure OData to control access
Getting ready
How to do it…
There's more…
SQL objects
Connecting OData to Excel for Business Intelligence
Getting ready
How to do it…
How it works…
Connecting GP to Power BI with OData
Getting ready
How to do it…
How it works…
There's more…
Adding Power BI to the home page in Dynamics GP
Getting ready
How to do it…
How it works…
Index
Microsoft Dynamics GP 2016 Cookbook
Microsoft Dynamics GP 2016 Cookbook
Copyright © 2016 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: August 2016
Production reference: 1160816
Published by Packt Publishing Ltd.
Livery Place
35 Livery Street
Birmingham B3 2PB, UK.
ISBN 978-1-78646-340-1
www.packtpub.com
Credits
Authors
Ian Grieve
Mark Polino
Reviewers
Jivtesh Singh
Leslie Vail
Commissioning Editor
Kunal Parikh
Acquisition Editor
Nitin Dasan
Content Development Editor
Priyanka Mehta
Technical Editors
Dhiraj Chandanshive
Ravikiran Pise
Copy Editor
Safis Editing
Project Coordinator
Izzat Contractor
Proofreader
Safis Editing
Indexer
Rekha Nair
Production Coordinator
Aparna Bhagat
Cover Work
Aparna Bhagat
About the Authors
Ian Grieve is a Microsoft Most Valuable Professional for Microsoft Dynamics GP. He is also a certified Dynamics CRM consultant, specializing in the delivery of Microsoft Dynamics GP. He is the ERP Practice Manager at Perfect Image Ltd., a Microsoft partner, and VAR in the North-East of England, where he is responsible for the delivery, by his team, of all Dynamics GP projects.
Ian has worked with Microsoft Dynamics GP since 2003, and over the years, he has dealt with all aspects of the product's life cycle, ranging from presales, implementation, technical, and functional training post go-live support to subsequent upgrades and process reviews.
Ian is the author of Microsoft Dynamics GP 2013 Financial Management by Packt Publisihing and Microsoft Dynamics GP Workflow 2.0 and Implementing the Microsoft Dynamics GP Web Client by azurecurve Publishing. He is also the co-author of Microsoft Dynamics GP 2013 Cookbook by Packt Publisihing. Additionally, he has produced the Microsoft Dynamics GP Techniques online learning course and was the technical reviewer for several books on Microsoft Dynamics CRM published by Packt Publishing, including Microsoft Dynamics CRM 2011 Cookbook.
In his spare time, Ian runs the azurecurve blog, Ramblings of a Dynamics GP Consultant (http://www.azurecurve.co.uk), which is 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 Development (http://development.azurecurve.co.uk), contains information about his plugins.
Thanks to my parents for their support through the years and to my employer, Perfect Image Ltd., for giving me the opportunity to work with clients in many different fields and, not least, for being open to me taking on outside projects such as this book and its predecessors.
I also owe thanks to all the clients I have worked with over the years, whose needs and questions have prompted me to learn ever more about Microsoft Dynamics GP, thereby putting me in a position to write this book.
Thanks to the technical reviewers, Leslie Vail and Jivtesh Singh, and fellow Microsoft Most Valuable Professionals, for their valuable feedback, which helped make this book better.
And finally, thanks to Mark Polino, my co-author on this book and the author of the first edition. It was a pleasure working with him on this book.
Mark Polino is a Microsoft MVP for Business Solutions, a certified public accountant, and a Dynamics Credentials professional for Dynamics GP. He runs the premier Dynamics GP-related blog, DynamicAccounting.net. Mark has worked with Dynamics GP and its predecessor, Great Plains, for more than 15 years. He has worked as an author and co-author on five Dynamics GP-related books. He works as the Director of client services for Fastpath.
About the Reviewers
Jivtesh Singh is a Microsoft Dynamics Certified Technology Specialist for Dynamics GP, based in Sydney, Australia. He has been awarded as the Microsoft MVP for Dynamics by Microsoft for 6 years in a row (2011-2016). Through his blog, which is widely read in the Dynamics GP and CRM community, he covers tips and tricks and news on Dynamics GP.
Over the last 15 years, Jivtesh has lead and managed successful product development and Dynamics implementations for multiple clients, including some of the Fortune 500 companies. He is a Dynamics consultant and systems implementer, and he has been associated with the Microsoft technologies since the launch of the Microsoft .NET framework. He has over 10 years of experience in development and maintenance of enterprise software using coding best practices, refactoring and usage of design patterns, and test-driven development.
Jivtesh recently built a Kinect interface to control the Microsoft Dynamics GP Business Analyzer with gestures. Later, he built a part of the GP future demo for Convergence GP Keynote.
He has set up a custom search engine directory for the Dynamics GP blog (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 available at www.jivtesh.com.
You can visit his custom search engine for GP blogs at www.gpwindow.com.
You can reach him on LinkedIn at http://www.linkedin.com/in/jivtesh or contact him on his e-mail id
Leslie Vail is a CPA and is working as a Microsoft Dynamics GP consultant for nearly 20 years. She started off working on version 1.0 in 1993. During this period, she completed numerous implementations, conversions, and custom development projects. She is a session leader at many partner and customer technical conferences and conducts training classes throughout North and Central America.
Leslie has been a Microsoft Dynamics GP MVP since 2007. She is recognized throughout the industry for her product expertise and contributions to the Dynamics community. She is the principal of ASCI, Inc., a consulting firm located in Dallas, TX.
As a Microsoft Certified Trainer (MCT), she serves as a subject matter expert (SME) for the Microsoft Assessments and Certification Exams (ACE) team. She is a member of the US MCT Advisory Council and has been listed as one of the Microsoft Dynamics Top 100 Most Influential People by DynamicsWorld. She is one of the top contributors to the Microsoft Dynamics GP Newsgroup and Dynamics Community forum. Leslie maintains the popular Dynamics Confessions Blogspot (http://dynamicsconfessions.blogspot.com/) site.
She has reviewed and developed Microsoft Courseware, co-authored the book Confessions of a Dynamics GP Consultant, Accolade Publications, and is the Technical Editor of several books dedicated to Microsoft Dynamics GP.
Leslie provides implementation and consulting services for companies ranging from a family office to a multinational manufacturing firm. She is a Microsoft Certified IT Professional in Microsoft Dynamics GP Applications and Microsoft Dynamics GP Installation & Configuration as well as a Microsoft Certified DBA (Database Administrator).
She holds a Microsoft Certified Technology Specialist certification in Dexterity, Modifier with VBA, Integration Manager, Report Writer, HR/Payroll, Financials, Inventory and Order Processing, FRx Report Designer, SQL Server 2000, SQL Server 2008, and Microsoft XP Professional.
A skilled developer, Leslie uses Dexterity, Modifier with VBA, Integration Manager, and eConnect to provide custom solutions to her clients. She is a Certified Integration Developer (CID), a Dexterity CID, a Dynamics Tools CID, and a Dexterity Certified Systems Engineer.
Her training proficiency spans the entire Microsoft Dynamics GP product line. She is an experienced trainer and teaches classes for Dexterity, Financials, Inventory and Order Processing, HR/Payroll, Integration Manager, Modifier with VBA, FRx Report Designer, SQL Server Reporting Services, Report Writer, Crystal Reports, SmartList Builder, Excel Report Builder, Integrated Excel Reports, Extender, and System Manager.
Prior to working with Microsoft Dynamics GP, Leslie was the tax director for a large financial institution, before which she worked for one of the original Big Eight accounting firms as a senior tax accountant.
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