Tips & Tricks (26)
The menu bar in Microsoft Dynamics GP helps a user to easily manoeuvre around Great Plains. To optimize this feature, you can benefit from modifying and adding commonly used buttons in the menu bar. You can add buttons that fall under a variety of categories such as Financial, Sales, Purchasing, Inventory and Manufacturing.
In the menu bar, right click to add buttons:
Users are not limited to the default buttons presented in Great Plains. Buttons can be customized depending on the features that your business will need.
To customize a button, right click on “Customize,” then choose the “Main” option and click “Add” to follow along the menu path to select which button you’d like to add.
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Linz Tan, Web Marketing Assistant, WebSan Solutions Inc. a 2014 Ontario Business Achievement Award Winner for Service Excellence
There are many articles that can be found detailing year-end processes in GP, but what about your month-end processes? Dynamics GP uses a ‘soft’ close concept wherein periods are not required to be closed. Further, periods can be reopened if needed. However, performing a month-end is critical to ensuring you can move forward within your system without any fear of inaccuracies.
Prior to performing any special or unfamiliar processes, it is always recommended that users have a proper backup of the system. Your system administrator should ensure backups are regularly scheduled and available if needed.
It is recommended that the month-end process start with the POP and SOP modules. One can think of both of these modules as feeder modules to Payables, Receivables, Fixed Assets, Bank Reconciliation and the General Ledger. In these modules, you should ensure all batches are posted within Series Post. Ensure all Customer Orders, Vendor Receipts and everything in between are posted. Further, within Purchasing, one should print the Received Not Invoiced report via Reports > Analysis. This report should tie to your accrued purchases.
Once the above are reconciled, one should move onto the Payables and Receivables module. For each, users should ensure all documents are properly applied, especially if multiple currencies are in use, as this will affect realized gain and loss entries. Users can check for unapplied documents by navigating to Sales > Reports > Analysis > Unapplied Documents Report. Further, users should also run the Reconcile to GL option within Financials in order to ensure these subledgers and GL match. The same routine should be performed for the Inventory module.
Once all subsidiary modules are complete, uses should close out the Financial modules. First, users should complete bank reconciliation and reconcile the Bank to the GL via the associated Financial Routine. Users can then move onto closing the Fixed Assets module. Remember to ensure Payables are closed prior to processing anything in Fixed Assets given the Payables feeds the Fixed Assets module. Within Fixed Assets, users need to double check that all additions and retirements are posted. Depreciation will need to be run and all related GL processes complete.
Within the General Ledger itself, all accruals should be posted. Only recurring batches should be left in your Series Post after the necessary transactions have been posted. The General Ledger will always be the last module to close.
Once all of the above are closed, users should mark the period as closed within the Fiscal Period Setup window in GP.
All of the above should be repeated at the end of each period. Given these are repeated processes, users should consider adding them to a Checklist within GP.
One last item for users to remember when closing the month is that transactions for a new period can be posted without closing out the prior period.
Adam MacIntosh, Manager of Client Services with WebSan Solutions Inc., a Microsoft Dynamics Partner firm.
Here at WebSan Solutions, we strive to provide our customers and the Dynamics GP community with insightful and relevant information. Throughout the years, our support team has written articles based on common issues that users have come across and we have gotten wonderful feedback from the community. Here is a list of some our most popular blogs about Microsoft Dynamics GP:
- Common EFT Issues in Microsoft Dynamics GP
- Report Writer Tricks #1: Copy Formatting from an Exisiting Report for a Company
- Bank Transfer Common Mistakes
- Resolving The “File not found: VBA6.dll” Error
- Report Writer Tricks #2: Importing Modified Reports Without Kicking Out Users
- Copying Custom VBA Forms
- Why Doesn’t my GL Match my Sub-Ledger?
- Why Aren’t My Cash Receipts Displaying in The Bank Reconciliation?
- Emailing Customer Statements
- Vat Daybook in Dynamics GP
Natalie Williams, Marketing Manager, WebSan Solutions Inc., a 2014 Ontario Business Achievement Award Winner for Service Excellence
Microsoft Dynamics GP 2013 offers users different ways to customize their home page and area pages. You can add content areas to your Home Page, such as To Do, Quick Links, Microsoft Connect, Business Analyzer and Reports.
You can also modify the layout and change your home page role. Click the "Customize this page..." link at the top of the content pane on your Home Page to open the Customize Home Page window.
In the "Column Stack" section, select the desired arrangement. Selecting "Right" places the minimized windows at the right side of the screen, 'Top' would place them at the top, etc. This will make navigating the menus easier for you. If you are interested in viewing all the menu categories, the "Bottom" arrangement will make them look more organized.
Doriana Kote, Web Marketing Coordinator, WebSan Solutions Inc., a 2014 Ontario Business Achievement Award Winner for Service Excellence
When a Manufacturing Order (MO) receipt posting is interrupted, it will not allow a user to receive the MO again. If this occurs, one should first check the MO variance (Inquiry > Manufacturing > Order Variance) window within Dynamics GP. The MO variance is always a good indication as to what happened to the goods. If the MO variance has zero quantities or dollars in the consumed column, one would assume they may receive the MO.
If Dynamics GP provides an error informing the user that units are not available to be received when attempting to receive the MO, one should check the database. To do this, run the following SQL statement:
select * from MOP1000 where MANUFACTUREORDER_I = 'MO number'
Check if there are quantities in the QTYRECVD and QTYSOLD columns. Since posting is interrupted, it may have created values in the QTYRECD column and hence the MO cannot be received.
Update the MOP1000 table and set the QTYRECVD back to zero. This will allow you to receive the MO.