Archive for November, 2011

Dynamics GP Insights to Distribution – Inventory

I put together some basic Dynamics GP user documentation and some of our specific blog articles related to inventory management in Dynamics GP. You can request the document here, and it will be e-mailed to you for download:

Click here to fill out the form

Some of the subjects covered are:

  • Basic Inventory
  • In-Transit Inventory Transfer
  • Consigned Inventory
  • Cycle Counts
  • Adjusting Standard Costs
  • Extended Pricing

Let me know if you find this helpful.

Serial Number Tracking in Dynamics GP

Dynamics GP includes the functionality to track serial numbers from inventory receipt, through manufacturing, and to the customer. You can track forward and back. You can track component serial numbers in a manufactured item. This functionality is also available for lot tracked items. This is handy if you ever need to execute a product recall or track down the source of a defective product.

To track component serial numbers through the manufacturing process, you need to link the component serial numbers to the finished good serial number. You can easily do this from the Manufacturing Order Receipt Entry screen.

In this example the component item serial numbers, CRD-000014, PROC-0000013, and PROC-0000017, are linked to the finished good, PROCOMP-0000015.

This can be a confusing screen, but if you can select the correct finished good item, the available component serial numbers and the already linked component serial numbers will properly present themselves.

The manufacturing order process is then continued as it normally would be.

To trace serial number throughout the system, use the Serial/Lot trace Inquiry screen. To see the linked component in a manufactured item, click on the View BOM Trace button.

Here you can see the linked component serial number, CRD-000014, and the related receiving transaction where it first came into the inventory.

I created this video to show this process in action:

GP upgrade path from older systems

Hello, we often see implementations where customers want to migrate data from a really Frank New RBSold GP. Yes, there is a path to migrate from version 3.0

There are 2 paths for upgrade, the normal way, and a short version please see the graph and the explanation below.




Here is the “Normal” upgrade path from version 3.15 to 2010

From 3.15 upgrade to 4.0 – 5.0 – 5.5 – 6.0 – 7.0 – 7.5 – 7.5 MSDE – 8.0 – 9.0 – 10.0 – 2010.


The “Short” upgrade path from version 3.15 to 2010

From 3.15 upgrade to 5.0 – 6.0 – 7.5 – 7.5 MSDE – 9.0 – 2010


Why? version 3.15 has an upgrade path to version 5.0, skipping version 4.0, as well version 5.0 has an upgrade path to version 6.0, 6.- to 7.5, 7.5 can be upgraded to 9.0 and 9.0 to 2010

Please consider the following information once you upgrade to version 8 marked in orange on the graph

  • In order to upgrade from version 8.0 to 10 you need SP5 for version 8

  • In order to upgrade from version 9.0 to 10 you need SP2 for version 9 (KB923671 or ver 9.00.0281)

  • In order to upgrade from version 9.0 to 2010 you need (KB971017 or ver 9.00.0371)

  • In order to upgrade from version 10 to 2010 you need SP4 for version 10 (KB971808 or ver 10.00.1368)


Have a great day

Francisco G. Hillyer

Payroll year end update for Dynamics GP 10 and 2010

Just in from Terry Heley.

MBS has released their Year End update for GP 10 and 2010. See links below.

As a word of caution. I’d wait a while before jumping on the update wagon. I’ve found over the years that if you wait for a while everyone else will work out the inevitable quarks with any update.


Microsoft Dynamics GP 2010 – 11.0.1860

Year-end page, live in 1 hour

Direct link(get it now) —- MicrosoftDynamicsGP11-KB2599505-ENU.msp

Microsoft Dynamics GP 10.0 – 10.0.1779

Year-end page, live in 1 hour

Direct link(get it now) —– MicrosoftDynamicsGP-KB2599501-v10-ENU.exe

Please make note of this 10 information J (also noted on our pages)

Microsoft will provide a 2012 Year-End Update to all U.S and Canadian Microsoft Dynamics GP 10.0 Customers. Microsoft will also provide Round 1 U.S. tax tables for the 2013 Payroll reporting year. Following these releases, no additional code update will be released for Microsoft Dynamics GP 10.0, due to end of Mainstream Support in the Support Lifecycle for Microsoft Dynamics GP 10.0. Technical support for Microsoft Dynamics GP 10 will continue to be provided through the Extended Support phase which will end on 10/10/2017. If you are currently using Microsoft Dynamics GP 10.0, you must upgrade to Microsoft Dynamics GP 2010 or Microsoft Dynamics GP 12 (Due to release in December 2012) to receive any further regulatory and or code updates following the January 2013 Round 1 Tax Update.

Also, new this year a year-end video!!! This goes with the slides I have attached.


Thanks Terry.

Year end close report not tying

headshot of DougI had a weird one the other day. A client called up and said their year end close was a foul. The year end close report indicated it did not tie out. I stopped them immediately from processing and had them restore to a backup and we tried it again. Same issue. I’ve seen a lot of issues relating to year end close but not for a while. I remember in older versions of GP if you double clicked on the close year button it would close out two years. The funniest year end close thing I ever saw was someone closing out four years, and didn’t have a backup. We had to contact MBS to open the years back up for them at a high price tag.

So after verifying the numbers looked correct on the TB I decided to bring in MBS to look at it and they scratched their head a bit and finally admitted this was the third time they’ve seen it this week. The year end close actually processed correctly but the report was off.

After troubleshooting the cause MBS thinks they have it figured out.

Here is the fix MBS sent to me.


In our testing, it looked like the GL40000 (GL Setup) table is not consistent with what you see in the General Ledger setup window.
If you have ever selected to close to divisional account segments and clicked OK, the DIVACTSG field in the GL40000 table is updated.
If you then go back into the window and uncheck the option to close to divisional account segments, the table does not get updated and still holds a value other than 0 in the DIVACTSG column.
To correct, please run the following update statement and try the year end close again on your TEST system and you should hopefully find that the issue is resolved:
update GL40000 set DIVACTSG = 0


Many users probably won’t notice this until they go to close out their year in January. This client upgraded to GP 2010 a few months back and they have a late fiscal year end so ran across the issue early.

High Volume Drop Ship Processing in Dynamics GP

If you have a high volume drop ship business, Dynamics GP can help you manage and operate the business. You may receive sales orders from a website or have several sales order entry people that can really turn out the orders. If a lot of these orders are to be drop shipped from your suppliers, directly to your customers, Dynamics GP can help you keep it all in control.

This is a typical process that might be used:

Orders have sales order lines that have the Drop Ship box checked.

All orders are saved into one or more batches. The batches will be used to process a lot of orders at once.

Periodically purchase orders will be created to your suppliers to provide order detail and shipping instructions. Use the Sales Document Range Inquiry screen to select all sales orders for which you want to create purchase orders. There are different criteria that can be used to select all the drop ship orders. In my example I used a unique Order Type to identify the drop ship orders. Click on the Purchase button to create purchase orders for all the drop ship orders.

The system will suggest purchase orders that should be placed. You can change the attributes of any purchase order at this time if you want.

In this example I am creating several purchase orders to two vendors to fulfill all the drop ship orders. When the suggested purchase orders are reviewed and determine to be OK, select the Generate button, and the purchase orders will be created.

You can use the Print Purchasing Documents screen to e-mail purchase orders to the vendors all at one time.

As orders are shipped by your suppliers, you can process the vendors’ invoices into accounts payable. When the vendor invoicing transactions are posted, they will indicate to the related sales orders that the items have been shipped. The Quantity Fulfilled on each sales order line will be updated with the information.

Periodically you can transfer orders in your batch(es) to invoices, send the invoices out via e-mail, and post the invoices.

By using the batch processing functionality in Dynamics GP, you can quickly manage a large number of drop ship orders.

Here’s a related post that gives more detail on the drop ship process within Dynamics GP:

Here’s a video I created the shows you the process:

Creating an account mask for social security numbers

I found this tech doc (Article ID: 935619) for masking the social security field on a payroll report. It wasn’t exactly what I needed but it did the trick.
I’m posting this mostly for me so I don’t have to look too far and wide to find it again.
Step 2: Create a calculated field
  1. In the Report Definition window, click Layout.
  2. In the Toolbox window, click Calculated Fields, and then click New.
  3. In the Name field, type SSN.
  4. In the Result Type list, click String.
  5. In the Expression Type area, click Calculated.
  6. Click the Constants tab, and then click String in the Type list.
  7. In the Constant field, type the text that you want to mask the social security number. For example, type ***-**-, or type XXX-XX-.
  8. Click Add.
  9. In the Operators area, click CAT.
  10. Click the Functions tab.
  11. Click User-Defined, and then click System in the Core list.
  12. In the Function list, click RW_Substring, and then click Add.
  13. Click the Fields tab.
  14. In the Resources list, click Payroll Work Check.
  15. In the Field list, click Social Security Number, and then click Add.
  16. Set the first character of the substring. Then, set the length of the substring. When you add the Social Security Number field, use the constant integer 6 and the constant integer 4, respectively. To do this, follow these steps.
    Note You must add this information when you use the RW_Substring function.
    1. Click the Constants tab.
    2. In the Type list, click Integer.
    3. In the Constant field, type 6, and then click Add.
    4. In the Constant field, type 4, and then click Add.
      The calculated expression that you create resembles the following:

      "XXX-XX-" # FUNCTION SCRIPT( RW_Substring UPR_WORK_Check.Social Security Number 6 4 )

  17. To save the calculated field, click OK.

Processing Drop Shipments in Dynamics GP

Dynamics GP has the ability to quickly process drop ship orders. Typically in a drop ship situation, your customer will place an order with you. You will then create a purchase order to your supplier and instruct them to ship the product directly to your customer. Once your supplier has shipped the product, you will enter the vendor’s invoice to accounts payable and invoice your customer. You can use this process on a single order basis or process orders in bulk. This is the process if you’re processing one order at a time:

I found it best to create a separate order type for drop ship orders that has the allocation option set to, “none.”

Enter the order from your customer and make sure to mark the Drop Ship check box. This will modify the shipping instruction on the purchase order to indicate that the vendor should send the product directly to your customer. Notice that the quantity fulfilled is o.

You can quickly create a purchase order for this sales order by selecting Actions >> Purchase. This will bring up the Purchase Order Preview screen. You can modify the attributes here if you want, or just accept the defaults that are based on your system setups.

This action will create a new purchase order. Once the shipment to your customer has been made by your vendor, you can enter the vendor’s invoice into accounts payable. This will update the sales order to indicate that the quantity ordered, has been fulfilled.

From this point you can process the invoice as you normally would; send the invoice to your customer, and post the invoice.

This is a quick video I created to show this in action:

Do What You Want To Do (Especially if Others Warn You Against It)

I know that you have things you want to do, things to create; but resist because maybe it’s a “little too out there”, no one else has done it yet, or you might fail, etc. Well you need to take another look at it, and reconsider. You probably should move ahead with your ideas. Do it.

Last week my Dad (Superman of the North) took his children and his grandchildren on a hike to the bottom of the Grand Canyon, and back, in two days. My Dad’s 80, the youngest grandchildren are 9, and the hike is a 5,000 foot drop in elevation along a 7 mile route. Coming up is a 10 mile route. It’s tough, and the primary concern of the adults in the party was that the children wouldn’t make it. We were wrong. By the time the children reached the top, most of the over 40 crowd were about 2 miles behind.

A nice story; so what?

Well this is it: My Dad loves the Grand Canyon and he wanted to share it with us all together. He put a lot of work into organizing it all; and worrying about it all. The perils are obvious. But it was a huge success. He could have sat home and merely dreamed about it, but he didn’t. He did it.

We are doing this in our business everyday; taking risks, making bets, innovating, and executing. It’s a lot of work, and again, the perils are obvious; the rewards are less so.

Here’s an example:

Last year we created myGPcloud. It is completely unique as a self-provisioning (less than 10 minutes) mid-range ERP system. We also include a 30 Day Free Trial, with no setup fee; also unique. It took several months of tremendous effort to launch it in August 2010.

As of today, it is still unique. Has it been worth it? Yes. We received this honor from Microsoft:

And we have experienced an increase in business we would not have experienced otherwise.

Is this it? Are we done creating? No. We keep doing it; every week, every day.

Are you innovating and creating? The World is waiting for you. Get to it.

If you’re not moving yet, look at what Sir Richard told us in July.

How CFO’s Should Evaluate ERP in the Cloud

Moving your ERP system to the Cloud is not just an IT decision. You have to look at the impact to your entire business of moving your critical business systems in to the Cloud.

We recently contributed to the publishing of a white paper aimed at CFO’s; to help them better evaluate this type of project. The white paper contains informative graphs and cost comparisons; as well as specific areas of concern that need to be addressed:

  • Cloud Definitions
  • Potential Benefits of Cloud ERP
  • Common Concerns of Cloud ERP
  • Compliance Considerations for Cloud ERP
  • Licensing Questions for Cloud ERP

It’s clearly written and easy to understand.

If you’re considering moving your ERP system to the Cloud, you should really request the white paper here. A link to the white paper will be immediately sent to you.

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