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The Best of 50 Tips in 50 Minutes for Microsoft Dynamics GP. Mark Polino, CPA - I.B.I.S., Inc. Principal Consultant, Microsoft MVP. Feel free to Tweet , Blog or update Facebook live with things you learned in this session. Official Tag: # GPSummit. Share!. This session is very fast.

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The Best of 50 Tips in 50 Minutes for Microsoft Dynamics GP

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The best of 50 tips in 50 minutes for microsoft dynamics gp

The Best of50 Tips in 50 Minutes for Microsoft Dynamics GP

Mark Polino, CPA - I.B.I.S., Inc.

Principal Consultant, Microsoft MVP


Share

Feel free to Tweet, Blog or update Facebook live with things you learned in this session.

Official Tag: #GPSummit

Share!


Keys to the 50 tips

This session is very fast.

Write down the numbers of the tips that interest you.

Follow up later with detail slides at the end.

Version numbers show the minimum version for each tip.

Tips go from simple to more complex(User > Power User > Rock Star) in each section.

Relax and enjoy.

Keys to the 50 Tips


Agenda

System

General Ledger

Purchasing and Inventory

Sales

Fixed Assets

Navigation

Reporting

Security

Integration

SQL

Support

Agenda


System user

Speed date entry using only the day (GP 6+)

Gain control with right click (GP 2010)

System - User

1


System power user

Cleanup by Removing Auto Complete Entries (GP 8+)

Get the date right on startup (GP 6+)

Connect with Custom Links (GP 8+)

Warn About Test Companies (GP 6+)

Personalize Internet Options with Internet User Defined fields (GP 8+)

System – Power user

2


System rock star

Get fine grain control with a list of Dex.ini settings (GP 6+)

System – Rock Star

3


General ledger user

Fix Errors with Correcting Journal Entries (GP 9+)

Drilldown with Account Rollups (GP 8+)

Improve consistency by copying GL Distribution References (GP 6+)

General Ledger – User

4


General ledger power user

Control closing with Mass Close (GP 6+)

Control Entry with Allow Transaction Entry(GP 6+)

Expand the GL with Reporting Ledgers (GP 2010)

General Ledger – Power User

5


General ledger rock star

Speed up the Population of the JE numbers on the Correct Journal Entry Screen (GP 9-10 Only)

General Ledger – Rock Star

6


Ap p o inventory user

Pay better with Vendor Priority (GP 6+)

Defer expenses via AP (GP 8+)

Copy a Purchase Order (GP 8+)

AP, P.O., Inventory - User

7


Ap p o inventory power user

Prevent Errors with DocDateVerify(GP 9+)

Control Your Inventory by Preventing the Sale of Discontinued Items (GP 8+)

AP, P.O., Inventory – Power User

8


Ar sop user

Speed Up AR Aging by NOT Printing the Report (GP 6+)

Get paid with Scheduled Payments (GP 10+)

Add Invoice Notes as Comments Without a Comment ID (GP 6+)

AR, SOP – User

9


Ar sop power user

Speed Up Collections Management with Paid Transaction Removal (GP 8+)

AR, SOP – Power User

10


Fixed assets user

Gain Clarity with Separate Depreciation Posting (GP 6+)

Speed up month end by posting depreciation sooner (GP 6+)

Collect tangible personal property tax information (GP 6+)

Fixed Assets - User

11


Fixed assets power user

Retain info by Printing Year End Reports (GP 6+)

.

Fixed Assets – Power User

12


Fixed assets rock star

Find Fixed Asset Transaction Details (GP 6+)

Fix Errors by Undoing Depreciation (GP 8+)

Fixed Assets – Rock Star

13


Navigation user

Explore GP with Area Pages (GP 10+)

Become mission control with Navigation Lists (GP 10+)

Get Some Help (GP 6+)

Navigation - User

14


Reporting user

Improve Clarity by Renaming SmartList Columns (GP 6+)

Analyze data with Navigation Lists Exports (GP 10+)

Reporting - User

15


Reporting power user

Free your data with the new Excel reports (GP 10+)

Gain Insight with the Home Page Metrics (GP 2010)

Reporting – Power User

16


Reporting rock star

Improve SmartList search with SQL Search Shortcuts (GP 8+)

Speed SmartList exports to Excel with a Dex.ini setting (GP 10+)

Turbo charge analysis with PowerPivot (SQL Server 2008 R2)

Reporting – Rock Star

17


Security power user

Protect yourself with Account Security (GP 6+)

Give users more chances by increasing password tries (GP 6+)

Security – Power User

18


Security rock star

Make Logging On Easier with a Caps Lock is On Warning (VBA) (GP 8+)

Control Licensing By Preventing Users from Logging In To Multiple Companies (VBA) (GP 8+)

Troubleshoot Security Issues with the Security Profiler (GP 8+)

Security – Rock Star

19


Integration user

Skip the CSV middleman and integrate transactions with Integration Manager and Excel (GP 8+)

Integration – User

20


Sql rock star

Copy and Paste Header with Data in SQL Management Studio (SQL 2000+)

SQL – Rock Star

21


Support

Use Screen Shot Capture and Email from the Support Debugging Tool for Precision Help (GP 8+)

Reduce Errors with Colored Backgrounds Per Company (GP 8+)

Find GP articles and support with MyGPSearch.com (GP 6+)

Support

22


Secret bonus tips

Find a Missing Debit or Credit in SmartList with Match 1 or More (GP 6+)

Find results in Any field with SmartList (GP 8+)

Find similar data in GP via Excel Fuzzy Lookup (Excel 2003+)

Build a better Dynamics GP with Microsoft Connect (GP 6+)

Secret Bonus Tips

24


More tips

More Tips

  • Microsoft Dynamics GP 2010 Cookbook

    • Book, Kindle and PDF options

      Amazon, Barnes and Noble, Packt Publishing


Follow up

Follow up PowerPoint deck has lots of detail and links for more information

Fill out your evaluation!

Follow up:

[email protected]

www.DynamicAccounting.net

Twitter.com/DynAcctNet

Facebook.com/DynAcctNet

Follow Up


System user1

Speed date entry using only the day (GP 6+)Keying on the day number in a date field will cause Dynamics GP to fill in the current month and year. For example, keying “23” on 9/5/10 will input the date 9/23/10 in the date box. Thanks to Todd McDaniel for reminding me of this one.

Gain control with right click (GP 2010)GP 2010 adds right click functionality for cut/copy/paste and Insert/Delete Row. Details at http://msdynamicsgp.blogspot.com/2010/02/gp-2010-beta-right-click-functionality.html

System - User

1


System power user1

Cleanup by Removing Auto Complete Entries (GP 8+)

Auto Complete finishes your entries for you. It’s great until you misspell something and are stuck with it forever.

To get rid of it, start typing until the error shows up in Auto Complete. Right click and hit Remove from List.

Get the date right on startup (GP 6+)Control the system date, especially at month end, by adding it to the startup folder. Details here: http://msdynamicsgp.blogspot.com/2010/07/weekly-dynamicssystem-date-on-startup.html

Connect with Custom Links (GP 8+)

Custom links let you associate a web page with master records. For example, you can associate a bank’s web page with a bank account. Clicking on the bank account link now gives you an option to go to either the bank account setup or the bank’s web page. Setup is done in Tools-Setup-Company-Custom Link. Details here: http://msdynamicsgp.blogspot.com/2006/07/weekly-dynamiccustom-links.html

Warn About Test Companies (GP 6+)

Add <TEST> next to company name in GP. Warning message will pop up when users log in. More info here: http://msdynamicsgp.blogspot.com/2008/10/activating-test-company-message.html

Personalize Internet Options with Internet User Defined fields (GP 8+)

The titles for Internet User Defined fields can be changed globally. This allows the use of more than one email or web address throughout the system. Tools->Setup->Company->Company, Click “Internet User Defined” http://msdynamicsgp.blogspot.com/2009/09/weekly-dynamic-internet-user-defined.html

System – Power user

2


System rock star1

Get fine grain control with a list of Dex.ini settings (GP 6+)Fellow MVP Leslie Vail has compiled a huge list of Dex.ini settings into one easy to use document. Details here: http://msdynamicsgp.blogspot.com/2010/07/dexini-switches-for-dynamics-gp-now.html

System – Rock Star

3


General ledger user1

Fix Errors with Correcting Journal Entries (GP 9+)

Reverse and Replace a Journal Entry using functionality found in Transactions > Financial > General > Correct. Details at: http://msdynamicsgp.blogspot.com/2005/09/weekly-feature-extreme-makeover-je.html

Drilldown with Account Rollups (GP 8+)

Account Rollups let you consolidate information from various accounts and then be able to drill down into the account details. Useful for things like departmental totals with drilldowns. Accounts do not have to be consecutive. Rollups can include Actual, Budget and Calculated information. Details at: http://msdynamicsgp.blogspot.com/2005/09/weekly-feature-account-rollup.html

Improve consistency by copying GL Distribution References (GP 6+)To easily copy GL distribution references down, enter the first reference. Select CTRL+C to copy. Hit the down arrow to move to the next distribution line. Click CTRL+V to paste. Hit the down arrow and CTRL+V. Repeat. http://msdynamicsgp.blogspot.com/2010/11/weekly-dynamic-copying-distribution.html

General Ledger – User

4


General ledger power user1

Control closing with Mass Close (GP 6+)Use Mass Close in fiscal periods to prevent certain types of entries without closing an entire series. More info at: http://blogs.msdn.com/b/gp/archive/2010/03/25/feature-of-the-day-general-ledger-budget-transactions.aspx

Control Entry with Allow Transaction Entry(GP 6+)

Force sub ledger entries by preventing journal entries to certain accounts like AR and AP . Cards->Financial->Account, Key or Lookup Account . Uncheck Allow Account Entry http://msdynamicsgp.blogspot.com/2009/03/weekly-dynamic-improve-balancing-with.html

Expand the GL with Reporting Ledgers (GP 2010)GP 2010 adds reporting ledgers for better financial reporting control including accounting under IFRS. Details at: http://blogs.msdn.com/b/gp/archive/2010/04/14/feature-of-the-day-general-ledger-reporting-ledgers.aspx

General Ledger – Power User

5


General ledger rock star1

Speed up the Population of the JE numbers on the Correct Journal Entry Screen (GP 9-10 Only)

Looking up Journal Entry corrections is slow because of the number of transactions.

GP provides an index for that table that can speed lookups.

KB 925326 contains a small SQL Script to apply a non-clustered index to the GL20000 and GL30000 tables and this solves the problem.

KB article is located here: https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?WTNTZSMNWUKNTMMYKORSXPPNNWUNVVRWVWKNTNUKQZPXMSVKKVLKYQWQQQQTQLWR

General Ledger – Rock Star

6


Ap p o inventory user1

Prioritize Your Vendors (GP 6+)

Payables Management includes a 3 digit alphanumeric field used to prioritize vendors.

A simple ABC is generally more effective than a bunch of 3 digit numbers. For example, A could be used for highest priority vendors like a newsprint supplier for a newspaper.

Use this to actively decide which vendors are critical now, not when a crisis hits.

This field can be used to select vendors during the check selection process.

Defer expenses via AP (GP 8+)

Dynamics GP can defer AP transaction lines directly from the distribution window. In Distributions, select the AP line to defer and pick Additional | Deferrals from the menu. Follow up at http://msdynamicsgp.blogspot.com/2010/09/weekly-dynamic-defer-accounts-payable.html

Copy a Purchase Order (GP 8+)

Transactions->Purchasing->Purchase Order Entry, Actions->Create->Copy New POSelect parts/lines to copy and press CopyMore info at http://msdynamicsgp.blogspot.com/2008/12/weekly-dynamic-copy-po.html

AP, P.O., Inventory - User

7


Ap p o inventory power user1

Prevent Errors with DocDateVerify (GP 9+)

Free DocDateVerify utility from MS prevents subledger entry to non-existent fiscal years.

Contact MS or your Partner for a copy.

For GP 2010 this is a free tool included with the Professional Service Tools

Control Your Inventory by Preventing the Sale of Discontinued Items (GP 8+)

Discontinued items can be sold until gone by default. Typical advice is to write off items to prevent sale if necessary

A setting can prevent the sale of discontinued items without writing off the items

Turn it on at Tools->Setup->Sales->Sales Order Processing, Options, Uncheck “Allow Sales of Discontinued Items” in the bottom grid area. Can add Password control here too.

http://msdynamicsgp.blogspot.com/2009/08/weekly-dynamic-prevent-sale-of.html

AP, P.O., Inventory – Power User

8


Ar sop user1

Speed Up AR Aging by NOT Printing the Report (GP 6+)

AR Aging is a routine run at regular intervals

Turning off the option to print the report after aging can significantly speed up the AR Aging process

http://msdynamicsgp.blogspot.com/2009/08/weekly-dynamic-speed-up-receivables.html

Get paid with Scheduled Payments (GP 10+)In GP users can setup scheduled payments, with or without interest for regular client payment and interest management. Specifics here: http://msdynamicsgp.blogspot.com/2010/03/weekly-dynamic-receivables-scheduled.html

Add Invoice Notes as Comments Without a Comment ID (GP 6+)

Comments were originally intended to be reusable so they include a comment ID, but most companies don’t use them that way. To skip the ID, just hit the blue arrow and add your comment. An indicator turns on to show you that there is a comment. Comments print on default quotes, orders and invoices without customization. Info here: http://msdynamicsgp.blogspot.com/2008/07/weekly-dynamic-comments-without-comment.html

AR, SOP – User

9


Ar sop power user1

Speed Up Collections Management with Paid Transaction Removal (GP 8+)

With a large number of open transactions, the Collections Management windows can bog down and move slowly

The only solution is to run the Paid Transaction Removal routine

Run the Paid Transaction Removal Routine in Project Accounting first (if applicable) then in AR

Paid Transaction Removal moves paid transactions from Open to History. It does not delete data

http://msdynamicsgp.blogspot.com/2009/09/weekly-dynamic-speed-up-collections.html

AR, SOP – Power User

10


Fixed assets user1

Gain Clarity with Separate Depreciation Posting (GP 6+)

Post Depreciation to the GL separately from New Assets and Retirements.

Separating these allows easy review of Asset Additions/Retirement for correctness without having to wade through all of the depreciation posting entries.

Details here: http://msdynamicsgp.blogspot.com/2006/05/weekly-dynamicfixed-assetgl-best.html

Speed up month end by posting depreciation sooner (GP 6+)

If possible, switch your depreciation to start “Next Month”. Then you can run depreciation early in the month and not worry about new asset additions since they won’t start depreciating until next month.

If that’s not possible, run depreciation at the beginning of the month anyway.

Then run it again at month end. It will only pick up new assets and be very fast.

Benefits include visibility into depreciation throughout the month and faster month end processing by moving most of depreciation out of month end.

Collect tangible personal property tax information (GP 6+)

Location ID in Fixed Assets is designed to hold tangible personal property tax information. It includes State, City and County fields.

Enter this for all your assets and then you can use a SmartList to pull the basic information you need to start tangible personal property tax returns.

Details here: http://msdynamicsgp.blogspot.com/2007/12/tangible-personal-property-tax-in.html

Fixed Assets - User

11


Fixed assets power user1

Retain info by Printing Year End Reports (GP 6+)

The Fixed Asset module’s biggest flaw is past years reporting.

Print FA reports at year end and keep them somewhere safe.

Consider printing a copy to an electronic file as well.

Fixed Assets – Power User

12


Fixed assets rock star1

Find Fixed Asset Transaction Details (GP 6+)

The Fixed Asset Financial Detail window is a view into an asset’s soul. Every FA transaction is shown in here including links back to the GL.

If you don’t know what is going on with a Fixed Asset, this is the place to look.

More info here: http://msdynamicsgp.blogspot.com/2006/04/weekly-dynamic-putting-fix-in-fixed.html

Fix Errors by Undoing Depreciation (GP 8+)Depreciation can be backed out for one asset by running depreciation for a single asset and setting the date backwards. Details here: http://msdynamicsgp.blogspot.com/2011/02/weekly-dynamic-undo-depreciation.html

Fixed Assets – Rock Star

13


Navigation user1

Explore GP with Area Pages (GP 10+)

Use the Navigation bar on the left and the Home Pages for each section to better display all the options in Dynamics GP

In many windows a ribbon style menu bar is available for quick access to information

http://msdynamicsgp.blogspot.com/2009/04/weekly-dynamic-module-homepages-in.html

Become mission control with Navigation Lists (GP 10+)Navigation Lists are designed to provide all the information needed to work within a particular functional area of Dynamics GP. More information here: http://msdynamicsgp.blogspot.com/2010/03/leveraging-navigation-lists-in-gp-v100.html

Get Some Help (GP 6+)

Ever wanted to know what a certain field does? Put your cursor in the field and hit the F1 key for help. In the main GP system, there is a “fields” hyperlink up top that takes you to a definition of every field on the window. In some modules, there is no “fields” button, but field specifics are included in the main help window.

Navigation - User

14


Reporting user1

Rename SmartList Columns (GP 6+)

If you don’t like columns with names like ATYALLOC in your SmartList simply rename them.

Open a SmartList and click Columns. Change a column name in the Display Name column and save the SmartList as a favorite.

Information here: http://msdynamicsgp.blogspot.com/2006/06/weekly-dynamic-change-column-titles-in.html

Analyze data with Navigation Lists Exports (GP 10+)Like SmartLists, Navigation Lists can export to Excel. Details here: http://msdynamicsgp.blogspot.com/2010/06/weekly-dynamic-export-navigation-lists.html

Reporting - User

15


Reporting power user1

Free your data with the new Excel reports (GP 10+)

New Excel Reports push live (meaning you can refresh it) data from GP to Excel.

Microsoft Office Sharepoint Server (MOSS) is not required, just a file share.

Lot of default reports, new one can be built with SmartList builder.

Details here: http://msdynamicsgp.blogspot.com/2008/03/weekly-dynamicexcel-reports-in-dynamics.html

Gain Insight with the Home Page Metrics (GP 2010)

New GP Metrics can show more than one metric on the page

http://blogs.msdn.com/b/gp/archive/2010/02/01/feature-of-the-day-home-page-metrics.aspx

Reporting – Power User

16


Reporting rock star1

Improve SmartList search with SQL Search Shortcuts (GP 8+)You can use SQL search shortcuts in SmartList searches. Details here: http://gp2themax.blogspot.com/search?q=sql+search Thanks to Frank Hamelly

Speed SmartList exports to Excel with a Dex.ini setting… (GP 10+) Undocumented Dex.ini switch SmartlistEnhancedExcelExport=TRUE dramatically speeds up SmartList exports to Excel. Details here: http://msdynamicsgp.blogspot.com/2010/05/read-this-right-now-smartlist-exports.html

Turbo charge analysis with PowerPivot (SQL 2008 R2 and Excel 2010)PowerPivot brings BI to the Power User with the familiarity of Excel and power that Excel has only dreamed of. Details at http://www.powerpivot.com/

Reporting – Rock Star

17


Security power user1

Protect yourself with Account Security (GP 6+)

Account Security limits the accounts that users can access.

It requires setup via Organizational Structure.

If you don’t set up Organizational Structures prior to turning this on, it appears that the chart of accounts has been wiped out. This can be a career killer.

Account Security is turned on with a check box in Tools->Setup->Company->Company.

Know what you are doing before activating this.

More info here: http://msdynamicsgp.blogspot.com/2008/07/weekly-dynamic-account-security.html

Give users more chances by increasing password tries (GP 6+)The Dex.ini setting SQLNumLoginTries = number lets you set the number of tries before GP closes. Details at: http://msdynamicsgp.blogspot.com/2011/01/weekly-dynamic-increase-number-of.html

Security – Power User

18


Security rock star1

Make Logging On Easier with a Caps Lock is On Warning(VBA) (GP 8+)

Microsoft offers an unsupported VBA add on that will notify a user if Caps Lock is on during login http://msdynamicsgp.blogspot.com/2009/07/is-caps-lock-on-when-logging-into.html

Control Licensing By Preventing Users from Logging In To Multiple Companies (VBA) GP 8+)

David Musgrave of Microsoft has provided unsupported VBA code designed to prevent users from logging in more than once This reduces the number of licenses in use at one time to help control costs http://blogs.msdn.com/developingfordynamicsgp/archive/2008/08/25/preventing-users-from-logging-into-multiple-companies-example.aspx

Troubleshoot Security Issues with the Security Profiler (GP 8+)

Part of the Support Debugging Tool. Provides additional security information including who has what access to what window. Tools->Support Debugging Tool->Debugger->Security Profiler ->Tools->Start Manual Logging Open Forms or Objects and review in Security Profiler Window. Drill Deeper with Security button http://blogs.msdn.com/developingfordynamicsgp/pages/support-debugging-tool.aspx

Security – Rock Star

19


Integration user1

Skip the CSV middleman and integrate transactions with Integration Manager and Excel (GP 8+)Use a simple ODBC source instead of a text file to integrate directly from Excel file and skip the CSV middleman. You’ll need to name the range in Excel. Follow up details at http://msdynamicsgp.blogspot.com/2010/10/weekly-dynamic-integration-manager-and.html

Integration – User

20


Sql rock star1

Copy and Paste Header with Data in SQL Management Studio (SQL Server 2000+)

SQL Management Studio doesn’t copy headers with data by default. The setting to change this is in Tools | Options | Query Results | SQL Server | Results to Grid |check the box "Include Column headers when copying or saving the results."

http://msdynamicsgp.blogspot.com/2009/10/weekly-dynamic-copy-headings-and-data.html

SQL – Rock Star

21


Support1

Use Screen Shot Capture and Email from the Support Debugging Tool for Precision Help (GP 8+)

Support Debugging tool provides screen capture and email functionality

Click the Camera Icon installed with the debugger

Choose whether to include certain system files

Optionally email for support

http://blogs.msdn.com/developingfordynamicsgp/pages/support-debugging-tool.aspx

Reduce Errors with Colored Backgrounds Per Company (GP 8+)

Unsupported add in from Microsoft, the Support Debugging Tool offers an option to change the background color of Windows based on the company.

Useful to ensure entry in the correct company

Support Debugging Tool is available only via the partner at no cost

http://blogs.msdn.com/developingfordynamicsgp/archive/2009/06/05/support-debugging-tool-build-11-released.aspx

Find GP articles and support with MyGPSearch.com (GP 6+)Search more than a hundred sites for support information on Dynamics GP. http://www.MyGPSearch.com

Support

22


Secret bonus tips1

Find a Missing Debit or Credit Amount in SmartList with Match 1 or More (GP 6+)

http://msdynamicsgp.blogspot.com/2011/05/weekly-dynamic-find-debit-or-credit.html

Find results in Any field with SmartList (GP 8+)

http://msdynamicsgp.blogspot.com/2011/05/weekly-dynamic-smartlist-any-field.html

Find similar data in GP via Excel Fuzzy Lookup (Excel 2003+)

http://msdynamicsgp.blogspot.com/2011/04/weekly-dynamic-fuzzy-lookup-add-in-for.html

Build a better Dynamics GP with Microsoft Connect (GP 6+)

http://msdynamicsgp.blogspot.com/2011/04/weekly-dynamic-microsoft-connect.html

Secret Bonus Tips

24


Follow up1

Follow up PowerPoint deck has lots of detail and links for more information

Fill out your evaluation!

Follow up:

[email protected]

www.DynamicAccounting.net

Twitter.com/DynAcctNet

Facebook.com/DynAcctNet

Follow Up


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