So just like every year we go thru similar steps, I am providing some help along the way, many of the processes described here belong to a published KB from Microsoft as well links to posts from other resources but I wanted you to have them all in one place.
Please note that some of the links require you to have access to Customersource/Partnersource.
Difference between Year End Update and Payroll Tax Table Updates
The Year End Update download contains software changes to allow you to comply with 2012 filing requirements as well as the most recent fixes for your Dynamics application.
The 2013 Payroll Tax Table Updates contains updated rates and tax changes as well it might contain FICA/Medicare changes to be applied when processing 2013 payrolls.
Here is the link for the 2012 US Payroll Year End Update: Click Here
Here is the link for the US Payroll Tax Updates: Click Here
It is important to mention that you can install the Year end update prior to your last payroll for 2012, however do not install the Tax table updates before your last 2012 payroll as you might end up with a wrong calculation.
Always backup your data, your .DIC files as well.
Setting up / Adjusting Fiscal Periods in GL
Microsoft provides a KB article number 871679 KB871679
Closing Dynamics GP GL
STEP 1: CLOSE ALL OTHER MODULES
Complete the posting/closing procedures for the modules in the suggested order prior to closing GL, please note that if you are not using a particular module, just skip it:
Follow the instructions provided in each KB
Inventory: KB 872713
Receivables Management: KB 857444
Payables Management: KB 875169
Fixed Asset Management: KB 865653
For Microsoft Dynamics GP 10.0 Service Pack 2 and greater, functionality was added to consolidate balances for dimensions in Analytical Accounting. Please review KB 960356 to make sure you have properly marked the dimensions that you want to be consolidated during the year-end process. Please note that there is no separate year-end process that needs to be run in the Analytical Accounting module. When the year-end close process is run for General Ledger, it will automatically consolidate the balances and move the transactions in Analytical Accounting for dimensions that were properly marked.
PAYROLL year end procedures are independent of the procedures in other modules and are usually performed at the end of the calendar year. Please see this KB 850663
STEP 2: POST FINAL ADJUSTING ENTRIES
Adjusting entries are considered most of the time as entries that allow you to correct errors that were made when transactions were recorded as well they might be utilized to assign revenues or expenses to period or periods in which revenues were earned or expenses incurred.
If you need to in setup or adjust your fiscal periods in GP, please review the section “Setting up / Adjusting Fiscal Periods in GL” at the beginning of this article.
STEP 3: VERIFY ACCOUNTS POSTING TYPE
The posting type helps Dynamics GP determine whether an account will be closed to the retained earnings account or if the account balance will be brought forward to the next fiscal year.
Follow these steps to print an account list:
- On the Reports menu, point to Financial, and then click Account.
- In the Reports list, select All Accounts, and then click New.
- In the Option box, type all accounts.
- Click to select the Inactive Accounts check box. (if you want to delete inactive accounts)
- Click Destination to specify a report destination, and then click OK.
- Click Print.
STEP 4: CLOSE FISCAL PERIODS FOR 2012 (OPTIONAL)
Use the fiscal periods setup window to close all fiscal periods open for the 2012 year. This will prevent transactions from posting to the wrong period or the wrong year.
NOTE: If you still use Microsoft FRx, keep one period in the most recent historical year open to prevent the error: “FRX Print Engine Failed to Load the Company Calendar” see this KB 874932
STEP 5: PERFORM MAINTENANCE ON FINANCIAL SERIES (OPTIONAL)
Run the check links procedure on the financial series group of modules.
Make sure that you always have a backup and that you can confirm you can restore from it.
STEP 6: VERIFY SETTINGS IN GL SETUP WINDOW
If you are like me and always want to keep historical records, you must enable the checkbox next to Accounts and Transactions in the Maintain History area of the General Ledger Setup Window.
NOTE: If for some reason you have the checkbox enabled for “Close to Divisional Segments” and you are no longer closing to Divisional Segments or by mistake someone else enabled it and not using it pay attention:
I have discovered in the past a BUG in dynamics GP that is still there as I reported in this blog in August 14, 2012, if you would like to read more about this important step please click here: YEAR END CLOSE BUG 64711
STEP 7: MAKE ANOTHER BACKUP (OR BACKUP IF YOU HAVE NOT)
Make sure all users are out of the system
Remove stranded user sessions, you can follow this post Removing Stranded Sessions
Backup DYNAMICS database
Backup all company databases if you are unsure which databases to backup you can query the company master table (SY01500) and retrieve the names, the following script can help you determine that information.
select INTERID, CMPNYNAM from dynamics..sy01500
Make sure to backup as well the Dynamics GP code folder
STEP 8: PRINT A TRIAL BALANCE REPORT (OPTIONAL)
Use the Trial Balance report window to print a year end detailed trial balance report. Even when this step is optional it is highly recommended to be followed.
STEP 9: PRINT YEAR END FINANCIAL STATEMENTS (MR, FRx, Other)
Print any year end financial statements that are required. The most common are:
- Balance Sheet
- Profit and Loss Statement
- Statement of Cash Flows
- Statement of Retained Earnings
STEP 10: SETUP A NEW FISCAL YEAR
Before you can perform the year end closing routine, you must setup a new fiscal year, please follow the instructions on the section at the top of this article to Setup or Adjust Fiscal Periods.
STEP 11: CLOSE THE YEAR
- Click on the Microsoft Dynamics GP Menu > Tools > Routines > Financial > Year End Closing.
- If its not specified, you can key in the Retained Earnings Account.
- Optional: Specify the Starting Journal Entry
- Click on Close Year
STEP 12: BACKUP YOUR SYSTEM
Make another backup of the Dynamics DB and all the company Databases.
Thank you for reading I would like to mention that this post enhances Microsoft KB 888003
Until my next post
Francisco G. Hillyer
This time I would like to share with you something that I recently learned “the hard way” obviously on a support case.
First of all, I want to express the importance of validating your information and that the engineers/partners that are/were involved in your company setup of Dynamics GP were bound to the best practices established by Microsoft and supported by many of my colleagues.
In my case, a customer did a side by side upgrade of SQL, with this came the issue of not having the DYNSA login in the new SQL instance, we followed certain processes to make sure DYNSA was the owner of the Databases Dynamics GP is using.
But you may ask who or what is DYNSA? my friend Mariano Gomez has a post very complete about this subject and you can find it here: Mariano’s DYNSA Info since I am not reinventing the wheel take a look at Mariano’s blog its packed with information for all audiences (GP related !!).
So when I was working on this customer DYNSA setup, I suddenly remembered another case where I was having issues with a third party, I jumped into their environment (literally) and started investigating this DB configuration, to my surprise the owner of the databases was an AD account not DYNSA. I proceeded to replace the owner and then certain SQL reports started working and producing results. I am still intrigued on why, but I will do a full research on spare time.
So back on the game for this customer issue I was having while trying to archive data, just imagine a SOP30300 table with 11 million records and a huge base of customers.
The queries running were taking countless hours to execute not even mentioning the impact on the processor. memory and of course user experience.
I learned that the customer had a “Maintenance Plan” where they executed the Shrink process on SQL, as you may know I am a SQL enthusiast and I recalled an important blog post from another noted resource Mr. Pinal Dave aka “The SQL Authority” here is his post about why is BAD to shrink a DB Shrink is Bad for you… there is one section in the article that explains that Shrinking a DB to obtain disk space will actually fragment your tables, obviously to reduce fragmentation you rebuild indexes. So this maintenance plan was being executed to reduce disk space, then to improve performance, and the disk space was gone again. Wise words from a mentor that prefers to be in the shadows once said “with current prices on storage why waste time shrinking when you can focus on performance”.
I ended up tweaking some SQL scripts to automate a SQL job on finding fragmented tables in the DB and executing that as part of DB maintenance, as I said “go buy another disk drive and add it to your server, move the logs to this new disk and keep data apart from the logs and you will be better than now”.
I hope my experience helps you for a better community.
Until my next post
Francisco G. Hillyer
Dynamics GP 2013 includes new functionality that allows you to create prepayments in accounts payable and assign them to specific purchase orders. You can easily do this from the Purchase Order Entry screen. You can enter a prepayment amount that you can then generate a check for using the regular computer check functionality in GP. Or you can create a manual check transaction that is associated with the purchase order.
Lorna Link at InterDyn BMI covers this topic in much more depth at the ERP Software blog, here: http://www.erpsoftwareblog.com/2012/10/gp-2013-new-feature-purchase-order-prepayments/
I created this short video to show this new functionality in action: http://youtu.be/RXB7-xmf_jo
I put together some videos showing some of the new functionality in Dynamics GP 2013. This playlist includes the current collection: http://www.youtube.com/playlist?list=PLPx395HRNzZDrNBOoZuDX64tehFukqyOH
Included in this list:
- Multiple Selection of Serial Numbers
- Selecting Serial Numbers on Drop Ship Orders
- PO Tolerances
- Suggested Items
- Home Page Changes
- Consolidating Invoices
This is a handy enhancement that will speed up the selection of serial numbers in GP. Prior to GP 2013 you had to individually select serial numbers one at a time and insert them into the selected area on various screens in GP. In GP 2013 you can select ranges or several individual numbers at once and then insert them into the selected area.
This is an example of what available serial numbers look like, showing several selected at once:
This is a PowerPoint from Microsoft that explains this functionality: GP2013 FOD Multi-Select Serial Numbers
This is a quick video I created to show this in action.
This is a simple one, but one I like a lot. I used to feel apologetic when I demoed the Fixed Assets module; and when it came time to add a new fixed asset I would scroll to the last asset, and then increment the last asset number by 1 for the new asset.
Now the system does it for you. Just Select the option on the Fixed Asset Company Setup:
If you use the Advanced Distribution functionality in GP and run the Fulfillment Workflow component, you can combine numerous orders onto one invoice to your customer. This is handy if you receive many orders from your customers and they want all shipments for a given period of time, consolidated onto one invoice.
To use the this function you must catch all your Fulfillment Order Invoices just prior to the “Confirm Shipment” step in your workflow.
This is the screen from which you select the order shipments you want to consolidate:
Here is a Microsoft PowerPoint that explains this a bit: GP2013 FOD Consolidated Invoicing
Here is a quick video showing this in action.
Here are a couple of drawbacks:
- If you go past the “Confirm Shipment” step, too bad; you won’t be able to consolidate the orders
- This seems like an ideal function to include in the sales transaction list action pane; it’s not there
Dynamics GP 2013 includes enhanced functionality to more easily track serial and lot number items on drop ship orders. If you’re shipping orders from your vendors directly to your customers, this functionality allows you to capture the serial and lot numbers early in the process. This will improve the control and traceability of serialized and lot controlled items.
This is a PowerPoint from Microsoft on this functionality: GP2013 FOD – Track Serial Lot on Drop Ship
Here is a quick video that shows this in action.
One of Microsoft’s MVP’s, Jivtesh Singh, created a nice demo of the new web client available with Dynamics GP 2013. Take a look at it: http://youtu.be/BvLCE3ccwjU
I’m easily impressed, I guess. When I opened the new Dynamics GP 2013 Beta product, the first thing I noticed is that a user can easily configure the home page elements and the area page elements just by dragging and dropping. Beautiful!
I really like the area pages for navigation, but was not always happy with the way they were organized on specific pages. I guess they could be modified with some coding, but that’s beyond me. GP 2013 makes it easy.
Here’s a quick video showing this in action.