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Tips and Tricks – May 2012

This update has just one item, but one that I think will be of great benefit to Accounting/Finance team members.

Duplicate a posted Journal Entry [applicable to Finance]

Where I used to think that it was impossible to replicate a one-time GL Journal Entry, I’ve now found (thanks to Dynamics Care / I.B.I.S., Inc. posting from 31 August 2011) that there is a trick that will help to accomplish this.

Say you posted a one-time Journal Entry last month with 100 line items on it.  In the current month, it turns out that the previously posted entry (or a very similar entry) needs to be posted again.

Here’s how to do it:

Open a new Journal Entry and hit Correct.

Under Action, select “Back Out a Journal Entry and Create a Correct Entry”.  Then choose the year the original Journal Entry was from and then key in or search for the original Journal Entry number.  Click OK.

**warning – this step can take a few minutes in GP to process, so you must be patient and wait for it**

Once this process is complete and you click OK, it will yield two Journal Entries –

(1)                a back out JE that will be the reverse of the original entry and

(2)                a correcting entry that will be a replica of the original entry.

The system will automatically bring up the Back Out Entry.  Give it a batch name such as “DELETE” or “DO NOT POST” and click SAVE.  The system will then automatically bring up the Correcting Entry.  Give that an appropriate batch name – as this will be the future batch to be posted – and click SAVE.

The system will auto-generate labels that will clearly indicate Back Out JE and Correcting JE in the Reference section, as well.

Once these batches are created and saved, go in to the Batch posting screen and Delete the back out entry’s batch.

Then go to the correcting entry’s batch and you can then edit it as with a normal batch / journal entry and:

a)      Change all or some of the document line items amounts

b)      Change the batch to recurring

c)       Change the document to reversing

Just remember to delete the Back Out Entry and/or change the name of the batch to something clear to not be posted, depending upon your security level in GP.


**Public postings of this information represent my own ideas and do not represent my employer’s (past or present) positions, strategies or opinions.

Convergence 2012 Update

Convergence 2012 was quite a successful event for me again this year. Like last year, though, all of the excitement and learning has led to an increased workload upon return to the office, as I start to dig in to all of the updates and changes that I want to make for the organization.
My theme for the remainder of calendar year 2012 is going to be focused around GP User Training. To start this process, I put together the below memo for the organization. Hopefully other users will find this to be a useful resource:
—————-
Tips and Tricks from Convergence 2012

The following list is made up of some of the tips and tricks that I was reminded of over the course of the four days at Convergence. Some of them may be obvious, but it never hurts to rehash in order to avoid mistakes and lessen data entry requirements.
Speed Date Entry
Keying on the day number in a date field will cause Dynamics GP to fill in the current month and year. For example, keying a “23″ in a date field the month of March 2012 will input the date 23/03/2012.
Exception Reporting
Use Smartlists as a way to do Exception Reporting in GP. For example, as part of the month-end close process, Smartlist reports can be created to show any unposted transactions, any GL accounts that are set up incorrectly, or any erred transactions. If the exception report yields no items in the smartlist, there are no exceptions to review.

Testing
The development/test company databases are there for a reason. They should be used freely and often. If you find yourself hesitating prior to posting an entry, take the ten minutes to switch over to the test company and first perform the transaction there. Don’t test in the production company.

Prepayments
Use Project Accounting to better track prepayments. By putting the prepayment “on account”, once an invoice is entered the system triggers to let you know that there is a balance associated to the account and then allows you to apply against it.

Unapplied Documents
Go to Reports > Sales > Analysis > Unapplied Documents in order to run a report of all payments, returns, and credit memos that have not been applied to invoices/sales documents. This report can be used at month-end dates to help ensure that all paid A/R items are closed out and removed from the Historical A/R Report.

1099 Vendors
Leverage Smartlists in GP in order to manage your 1099 vendors on a monthly basis. Go to Microsoft Dynamics GP > Smartlist; follow through from Purchasing > Vendors > 1099 Vendors and keep up to date on records and which vendors you will be sending a 1099 to at the end of the year.

Smartlist Wildcards
You can perform searches and filter using Wildcards in Smartlist. The table below breaks down the SQL -like wildcards that are available:

As an example, in the screenshot below the Smartlist search definition is going to search for vendors whose vendor name begins with A, C, J, L, or R:

Smartlist Clarity
Improve report clarity by renaming Smartlist Columns. Go to Microsoft Dynamics GP > Smartlist, create your smartlist, click “Columns” and change the “Display Name” for each column heading that you’d like to update.

Additional information and support


The Microsoft Dynamics Support website has a host of information available for customers.
http://www.microsoft.com/dynamics/customer/en-us/default.aspx

From that site there are links to training materials, customer support, and the Dynamics GP Community.

CustomerSource
CustomerSource is your home to all Microsoft sponsored support, training, etc. Ask a site administrator for your login information.
https://mbs2.microsoft.com/userinfo/AssociateAccount.aspx

Customer Training
There are numerous training materials available throughout the CustomerSource site. Below is a link to the main training page with downloads and information available.
http://www.microsoft.com/dynamics/customer/en-US/training.aspx

Dynamics Community
There are Forums, Blogs, and Videos posted to the Microsoft Dynamics Community website. Users can post specific questions and look for support ranging from other users to Microsoft support employees to industry experts.
http://community.dynamics.com/product/gp/default.aspx?ref=hp

Product Suggestions
Microsoft pays attention to the Product Suggestions that are logged in to the system. Go to the Customer Support webpage, log in to your account, and log an issue/suggestion. It’s very likely that if enough other users log the same issue that the problem will be resolved / changed by the next version of GP software.

General Searches
Microsoft set up a search engine specific to Microsoft Dynamics GP. It pulls a search from over 100 blogs and registered support sites that deal directly with GP. If you have a difficult question or want to start looking for support on your own, this site is likely the place to start:
http://mygpsearch.blogspot.com/p/my-gp-search.html

GPUG – Great Plains User Group
Go sign up for the GPUG, GP’s official free user-based and user-driver group. General membership is free. The site gives even further access to user support, blogs, trainings, events, and other resources.
http://www.gpug.com/

CRMUG – CRM User Group
Just like GPUG, go sign up for the CRMUG, CRM’s official free user-based and user-driver group. General membership is free. The site gives even further access to user support, blogs, trainings, events, and other resources.
http://www.crmug.com/

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