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Getting More Out of Microsoft Dynamics GP: 50 Tips in 50 Minutes

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Agenda

  • System
  • General Ledger, Fixed Assets and Banking
  • Purchasing and Inventory
  • Sales
  • Field Service, Payroll and Security
  • Ingegration and Development
  • Reporting
  • Support

    System User

  1. Change dates fast with + & - keys (GP 6+)
    Clicking the plus (+) and minus (-) keys on date fields in Dynamics GP increases or decreases the date by one day.
  2. 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.
  3. Organize Quick Links for efficiency (GP 8+)
    Use dashes (-------) to organize Quick Links. Courtesy of Leslie Vail.
    Details at: http://dynamicsconfessions.blogspot.com/2010/05/organize-your-quicklinks-section.html
  4. Leverage Horizontal Scroll Arrows for long account numbers (GP 6+)
    Use Horizontal Scroll Arrows for long account numbers (GP 6+)
    Details at: http://msdynamicsgp.blogspot.com/2010/02/weekly-review-long-account-number.html
  5. Get quick reminders view with a Cue (GP 2010)
    Details at: http://msdynamicsgp.blogspot.com/2010/01/new-reminders-in-dynamics-gp-2010.html courtesy of Mohammad Daoud
  6. 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 - Power User

  1. Get the date right on startup (GP 6+)
    7.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
  2. Become mission control with Navigation Lists (GP 10+)
    7.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
  3. Rule your data with Navigation List Filters (GP 10+)
    7.Navigation Lists can also provide robust filtering, like SmartLists, making it easy to work with specific data.
    More information here: http://msdynamicsgp.blogspot.com/2010/03/leveraging-navigation-lists-in-gp-v100.html
  4. Analyze data with Navigation Lists Exports (GP 10+)
    7.Like SmartLists, Navigation Lists can export to Excel.
    Details here: http://msdynamicsgp.blogspot.com/2010/06/weekly-dynamic-export-navigation-lists.html

    System - Rock Star

  1. Prevent lock outs by warning on Password Expiration (SQL 2005+)
    Michael Johnson provides a free DLL to warn about password expiration when using SQL password controls. Details at: http://msdynamicsgp.blogspot.com/search?q=warn+on+password
  2. 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
  3. 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
  4. Reduce Login errors with consistent ODBC settings (GP 10+)
    The ODBC name is used as part of the security encryption hash for users. If the ODBC name is different for different computers it can prevent users from logging in at different locations. This can really be a problem in a Terminal Services or Citrix environment.
    More information is available at: http://msdynamicsgp.blogspot.com/2011/01/weekly-dynamic-dynamics-gp-passwords.html

    GL, FA & Banking – User

  1. Speed inquiries with quick identification of intercompany transactions (GP 6+) #
    Clicking the plus (+) and minus (-) keys on date fields in Dynamics GP increases or decreases the date by one day.
  2. Control recurring batches by clearing GL amounts (GP 2010)
    New in GP 2010 is the ability to clear recurring batch amounts providing functionality similar to Quick Journals but with the power and control of batches. Details at: http://msdynamicsgp.blogspot.com/2010/08/weekly-dynamic-clear-recurring-batch.html
  3. Protect budget numbers by locking the budget (GP 8+)
    You can password protect budgets so that they don’t move around.
    More information at: http://gp2themax.blogspot.com/2010/03/gptip42day-lock-that-budget.html. Thanks to Frank Hamelly.
  4. Clean lookups by removing inactive accounts (GP 6+)
    Removing inactive accounts from lookups helps clean up the look ups and speed account entry. This can be done before year since the accounts aren’t being removed from the system, just from lookups for Sales, Purchasing, Inventory and Payroll.
    Details at: http://gp2themax.blogspot.com/2010/04/gptip42day-eliminate-inactive-accounts.html Thanks to Frank Hamelly.
  5. 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

    GL, FA & Banking – Power User

  1. Improve budgeting with new budget transactions (GP 2010)
    GP 2010 adds the ability to formalize the budget and changes with budget transactions.
    Details here: http://blogs.msdn.com/b/gp/archive/2010/03/25/feature-of-the-day-general-ledger-budget-transactions.aspx
  2. 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
  3. 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
  4. Correct Asset values with Impaired Assets (GP 6+)
    A mix of partial retirement and a retirement code can be used to impair assets in GP.
    Here’s how: http://msdynamicsgp.blogspot.com/2011/01/weekly-dynamic-fixed-asset-impairment.html
  5. 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
  6. Reduce Taxes with Bonus Depreciation (GP 8+)
    20.Bonus tax depreciation can be a boon for companies. GP handles it just fine.
    Here’s how: http://msdynamicsgp.blogspot.com/2009/05/improve-cash-flow-with-bonus.html

    GL, FA & Banking – Rock Star

  1. Repair missing Fixed Asset GL batches with SQL Code (GP 8+)
    We have SQL code to restore a Fixed Asset GL batch that has been deleted prior to posting. Details at: http://msdynamicsgp.blogspot.com/2011/02/weekly-dynamic-rerun-fa-gl-post-routine.html
  2. Warn if accounts are over budget with SQL code (GP 8+)
    We have SQL Code to show if an account is over budget. This is great for placing behind SmartList Builder or SSRS. Code at: http://msdynamicsgp.blogspot.com/2010/07/weekly-dynamicaccounts-over-budget-sql.html

    Purchasing and Inventory

  1. 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
  2. Reconcile AP the easy way (GP 10+)
    Use the reconcile to GL routine to reconcile AP to GL using Excel. More coverage at http://msdynamicsgp.blogspot.com/search?q=GL+Reconcile and in the Microsoft Dynamics GP 2010 Cookbook.
  3. Control the POP Document Inquiry window with a Macro (GP 6+)
    28.Often users wish that they could automatically check one or more boxes on the Purchase Order Processing Document Inquiry window. After all, if no boxes are checked, no data shows up. This can easily be done with a macro rather than with a customization.
    Find out how here: http://msdynamicsgp.blogspot.com/2010/12/weekly-dynamic-pop-document-inquiry.html

    Sales – Power User

  1. Improve lookups with new list filters (GP 2010)
  2. Control Write Offs with A/R write off vs. credit memo posting (GP 6+)
    A/R write offs use the default write off account. Credit memos provide greater accounting flexibility.
    Details here: http://belindaallen.blogspot.com/search?q=writeoff Thanks to Belinda Allen for this tip.
  3. Move ahead with Date Effective Tax Rates (GP 2010)
    A new add on from Microsoft allows setting effective dates for tax rates. Now rate changes can be set in advance for sales, use and VAT taxes. Details here: http://blogs.msdn.com/b/developingfordynamicsgp/archive/2011/01/05/date-effective-tax-feature-for-microsoft-dynamics-gp-2010.aspx
  4. 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
  5. Get quick reminders view with a Cue (GP 2010)
    Control account management is not just for AP anymore. Now A/R can be split among department for reporting at month end then rolled back up for centralized AR management. Details at: http://msdynamicsgp.blogspot.com/2010/05/weekly-dynamic-control-account.html

    Sales - Rock Star

  1. Figure out that Customers who bought x also bought y (GP 6+)
    We have SQL to show related products bought by customers. This is similar to Amazon.com’s related products display.
    SQL Code at: http://msdynamicsgp.blogspot.com/2010/06/weekly-dynamic-customers-who-bought-x.html
  2. Run AR Aging from SQL (GP 6+)
    Michael Johnson provides a way to run AR Aging from SQL instead from the interface.
    Specifics at: http://mbsguru.blogspot.com/2009/04/automatic-aging-for-gp.html

    Field Service, Payroll, & Security

  1. Improve billing with new Field Service Billing Options (GP 2010)
    Within Contract Administration of Microsoft Dynamics GP 2010, you can now bill in an unlimited user-defined set of billing frequencies. You can even specify to bill just once.
    Details at: http://blogs.msdn.com/b/gp/archive/2010/02/25/feature-of-the-day-billing-frequency-options-on-contracts.aspx
  2. Speed Payroll with Mass Transaction Entry (GP 8+)
    Process payroll by ranges with Mass Transaction Entry.
    Details at: http://dynamicsgpland.blogspot.com/2010/07/speedy-speedy-payroll-entry.html Thanks to Christina Phillips.
  3. Ease Payroll with recurring batches (GP 8+)
    Recurring batches can be used in Payroll too.
    Details at: http://dynamicsgpland.blogspot.com/2010/07/speedy-speedy-payroll-entry.html Thanks to Christina Phillips.
  4. Increase security with a Separation of Duties evaluator (GP 6+)
    Auditnet.org has a generic separation of duties evaluator available as a free download. This is a great starting point BEFORE figuring out the appropriate roles and tasks in GP security.
    The tools is available at: http://whatthehecht.org/segregation-of-duties/segregation-of-duties/

    Integration and Development

  1. 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
  2. Get Intellisense power in Dexterity with the free DexSense add in (GP 8+)
    It’s IntelliSense programming shortcuts in Dexterity. It’s free.
    It’s called DexSense and you can find out more here: http://msdynamicsgp.blogspot.com/search?q=dexsense

    Reporting – Power User

  1. 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.
  2. 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
  3. …and Navigation List exports too (GP 10+)
    And there is a version for Navigation List exports to Excel too. The switch is: ListsFastExcelExport=TRUE
    Details are at: http://blogs.msdn.com/b/developingfordynamicsgp/archive/2010/05/28/dynamics-gp-lists-exports-slowly-to-excel.aspx

    Reporting - Rock Star

  1. Turbo charge analysis with PowerPivot (SQL 2008 R2 and Excel 2010)
    47.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/

    Support

  1. Find GP articles and support with MyGPSearch.com
    Search more than a hundred sites for support information on Dynamics GP. http://www.MyGPSearch.com
  2. Adjust Dynamics GP with some of the free Professional Service Tools (GP 2010)
    Microsoft has been enhanced for GP 2010 adding Update User Date, POP Cost Defaulter, Default AddItem POP/SOP, Doc Date Verify, Decimal Place Tool, Company Copy and Duplicate Customer PO’s in SOP.
    Get details here: http://blogs.msdn.com/b/developingfordynamicsgp/archive/2010/08/06/free-tools-added-to-pstl-2010.aspx and here: http://blogs.msdn.com/b/developingfordynamicsgp/archive/2010/08/13/pstl-2010-duplicate-customer-po-numbers-in-sop-entry.aspx
  3. Find out more about GP 2010 with Learning Snacks (GP 2010)
    GP has great new short videos on Dynamics GP 2010 called learning snacks.
    Get details here: http://blogs.msdn.com/b/gp/archive/2010/07/02/all-snacks-now-available.aspx Thanks to Amy Walsh of I.B.I.S. for her coverage of this.

    More Tips

  • Microsoft Dynamics GP 2010 Cookbook
    • Book and eBook options
    • Amazon, Barnes and Noble, Packt Publishing

 

 

 

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