Archive for June, 2009

Sales Forecasting and MRP in Dynamics GP

This video shows a simple example of how to use Sales Forecasting and MRP.

I used Sales Forecasting to set up the demand in GP. The finished good item has estimated sales volume out 12 months into the future. I could have easily added other items, or changed the forecast bucket size and period. The sales forecast is set up to be included in the MRP calculation.

I ran the MRP regeneration and showed the suggested Manufacturing Orders and suggested Purchase Orders that are generated by the MRP process.

Entering Landed Cost Invoices

The Landed Cost functionality in Dynamics GP helps you accurately capture the actual cost of inventory receipts.

Every time this issue comes up, I have to figure it out, again; how do you match a landed cost vendor’s invoice to the receipt. The trick is to check the “LC” (Landed Cost) check box on the entry line.

Once you do that, you can look up the “Item” and you will see the landed cost items, not your inventory item master file. Select the landed cost item you want to invoice, and then click on the expansion arrow next to the “Matched to Shipment” field label.

Here’s an example:

These are the landed costs applied to the receiving transaction:

These are unmatched landed costs for the “Insurance” item, from two different receipts. Find the receipt you’re looking for and check the “Match” box.
Now the landed cost item from the receipt has been matched to the vendor’s invoice, and it is ready to post.
Mariano Gomez explains the details of the accounting issues associated with various options.

Take a look at my short video to see this in action.

Installing Office Smart Tag Manager

Smart Tags offers a good way to extend Dynamics GP beyond your GP-user base. Access to the information can be easily secured using Windows security, and there is no additional licensing required.

My previous post discusses some of the basic functionality of Smart Tags, from the user’s standpoint.

The Microsoft Office Smart Tag Manager for Microsoft Dynamics GP 10.0 page is a good place to start if you want to try it out.

I put together this little video to show you how easy it is to install and setup.

If you’re not using Smart Tags, you should at least try it out and see if your non-GP users like it.

Advanced Cross-Ship with Returns Management in Dynamics GP

The trick with cross-ship customer returns is to make sure that the replacement item you send out in advance of the return item, is properly accounted for and controlled. The Returns Management module in Dynamics GP helps control this process and automates some of the necessary transactions.

This video shows how easy it is to process a cross-ship return, and the control aspects that are part of the module.

The Returns Management module processes other types of standard customer returns as well.

Creating New Contracts from SOP in Dynamics GP

Sales Order Processing and Contract Administration are integrated to easily create new contracts and new contract lines based on invoices in the SOP module. Typically new contracts created in this manner would be for service agreements covering an extended period of time, and related to the item sold on the SOP Invoice.

Subsequent invoicing and revenue recognition tasks associated with the contract are easily completed with existing functionality in the Contract Adminsitration module.

Using SharePoint to Assist with Monthly Closing in Dynamics GP

This video shows how an accounting department might use SharePoint to help control their month end closing process. Here we are using document libraries to store and share documents, provide check-in, check-out version control, and to run simple workflows to ensure proper approval and oversight.

Inventory Cycle Counts

The best way to maintain an accurate inventory is to continually count your inventory. That is, count part of your inventory every day, and count each item several times per year.

Dynamics GP has an easy to use process that will assist you in making cycle counts. There are basically two steps:

Create a Stock Count Schedule (Transactions >> Inventory >> Stock Count Schedule)

Complete and post a Stock Count Entry (Transactions >> Inventory >> Stock Count Entry)

There are a variety of ways to create a Stock Count Schedule. You will want to use the “Mass Add” feature on the Stock Count Schedule screen. I’m guessing these are the three most popular ways to select items to include on the Stock Count Schedule:

ABC Code (Run the ABC Wizard to assign codes to items: Tools >> Routines >> Inventory >> Item ABC Analysis)

Item Class

Next Stock Count Date (Set up the Stock Calendar: Tools >> Setup >> Inventory >> Stock Calendar, and assign the “Next Count Date”: Cards >> Inventory >> Count Cycle Assignment)

Once you’ve created the Stock Count Schedule, you will click the “Start Count” button to activate the count. You will be prompted to print out the stock count sheets. When the count is activated, a “snapshot” of the inventory quantities for the items is saved. The actual count results will be compared against this “snapshot”. This is a big advantage, because it will allow normal activities in GP to continue while the count is being completed, entered, and analyzed. You will need to be mindful of the physical movement of goods so that the count results are not adversely affected.
The actual results are entered into the Stock Count Entry screen. This entry screen can be saved and reopened to allow for entry and analysis of results as soon as they are available. The “Unposted Trx” and “Trx History” buttons, open transaction queries that can help you find track down discrepancies caused by timing issues and errant stock movement.
Once you have completely entered your count results and analyzed variances, you can process the entry; the variance transaction will be created, and the count items will be released for the next count.
This is a good way to keep up on your inventory counts. Try it out.
See my video to see it in action.

Analytical Accounting in Dynamics GP – Simple Example

This video shows how to create simple dimensions using Analytical Accounting to capture additional information about transactions and to improve data analysis.

Miscellaneous Checks

Clients and prospects often ask whether they can create payables checks without having to enter a new vendor. You can, using the Miscellaneous Check function. This function is somewhat orphaned in the Financial series. It will create bank reconcilation and general ledger transactions.

From the online documentation:

You can create individual checks to make a one-time payment when you don’t want to create a vendor record for the person or business you’re paying. Use the Miscellaneous Check window to print checks for one-time purchases that are not recorded as transactions anywhere else. You can print and post a check from this window, or you can post checks from this window without printing them.”

Navigate to the Miscellaneous Check screen:

Transactions >> Financial >> Miscellaneous Checks

How to Create a Simple Extender Window in Dynamics GP

This short video shows you how to easily add an Extender window in GP.

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