Microsoft Dynamics GP 2010 Cookbook
By Mark Polino
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About this ebook
Mark Polino
Mark Polino is a Certified Public Accountant, a Microsoft Certified Business Management Professional, and a Microsoft MVP for Dynamics GP. He has been working with Dynamics GP as an administrator and consultant for more than ten years. Currently Mark is a Principal Consultant with Microsoft partner I.B.I.S., Inc. and he runs the premier user-focused Dynamics GP blog at DynamicAccounting.net.
Read more from Mark Polino
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Microsoft Dynamics GP 2010 Cookbook - Mark Polino
Table of Contents
Microsoft Dynamics GP 2010 Cookbook
Credits
About the Author
Acknowledgement
About the Reviewers
Preface
Why a Dynamics GP Cookbook
What this book covers
What you need for this book
Who this book is for
Conventions
Reader feedback
Customer support
Errata
Piracy
Questions
1. Personalizing Dynamics GP
Introduction
Improving visibility by setting Required Fields to bold and red
Getting ready
How to do it...
How it works...
There's more...
Modifier with VBA
Getting faster access to data with the Shortcut Bar
Getting ready
How to do it...
How it works...
There's more...
Using external shortcuts for greater flexibility
Organizing with folders
Complex shortcuts
See also
Reducing clicks with Startup shortcuts
Getting ready
How to do it...
How it works...
There's more...
File example
Drag and Drop
See also
Personalizing the Home page by selecting the right role
How to do it...
See also
Speeding up access to data with Quick Links
Getting ready
How to do it...
How it works...
See also
Rearranging Navigation to make it easier
Getting ready
How to do it...
How it works...
Jumping to the right location with Breadcrumbs
Getting ready
How to do it...
Managing personal reports with My Reports
How to do it...
There's more...
Reports without options
Better dates in report options
See also
Viewing open items with the Task List
Getting ready
How to do it...
How it works...
There's more...
Recurring tasks
See also
Visualizing information with Home page Metrics
How to do it...
How it works...
There's more...
Multiple metrics
Full View
See also
Accessing accounts faster with Favorites in Lookups
Getting ready
How to do it...
There's more...
Set as Default View
Restricted List
Resetting
Account Security
See also
Cleaning up the mess by fixing AutoComplete errors
Getting ready
How to do it...
How it works...
There's more...
Removing unused entries
Reducing the number of AutoComplete entries
Resetting AutoComplete
2. Organizing Dynamics GP
Introduction
Speeding up account entry with Account Aliases
Getting ready
How to do it...
How it works...
See also
Gaining visibility with Horizontal Scroll Arrows
How to do it...
How it works...
There's more...
Activating Horizontal Scroll Arrows for all users
Widening segments for better visibility
Streamlining payables processing by prioritizing vendors
Getting ready
How to do it...
How it works...
Getting clarity with User Defined fields
How to do it...
How it works...
There's more...
Special User Defined 1 features
Company Setup user defined fields
Expanded user defined fields
See also
Developing connections with Internet User Defined fields
How to do it...
How it works...
There's more...
Login and password
Labels 7 and 8
See also
Gaining additional reporting control with Account Rollups
Getting ready
How to do it...
How it works...
See also
Remembering processes with an Ad hoc workflow
Getting ready
How to do it...
How it works...
See also
Improving financial reporting clarity by splitting purchasing accounts
How to do it...
How it works...
Speeding up lookups with Advanced Lookups
Getting ready
How to do it...
How it works...
See also
Going straight to the site with Web Links
Getting ready
How to do it...
How it works...
There's more...
All field values
Multiple values
See also
3. Automating Dynamics GP
Introduction
Using Reminders to remember important events
How to do it...
How it works...
There's more...
Drill down into Reminders
See also
Controlling reporting dates with Beginning and Ending Periods
Getting ready
How to do it...
How it works...
There's more...
Fiscal period versus Month
Beyond the period
See also
Automating reporting with Report Groups
Getting ready
How to do it...
How it works...
There's more...
Groups of groups
See also
Speeding up entry by copying an Inventory Item
How to do it...
How it works...
Improving consistency with Shortcuts and User Classes
Getting ready
How to do it...
How it works...
See also
Speeding up month-end close by Reconciling Bank Accounts daily
Getting ready
How to do it...
How it works...
There's more...
High Transaction Volume Accounts
Bank statement cutoff
Automating processes with Macros
How to do it...
How it works...
There's more...
Macros and the Shortcut Bar
Running macros with a keystroke combination
Macro pauses
Sequential Macros
See also
Getting early warnings with Business Alerts
Getting ready
How to do it...
How it works...
There's more...
Prebuilt alerts
See also
Splitting AP across departments automatically with Control Account Management
Getting ready
How to do it...
How it works...
There's more...
Multi-company
See also
Getting control of accruals and deferrals with Recurring GL batches
Getting ready
How to do it...
How it works...
There's more...
Recurring batch best practices
Revenue/Expense Deferral module
Field Service Contracts module
Speeding up document delivery with e-mail
Getting ready
How to do it...
How it works...
There's more...
Setup
4. Harnessing the Power of SmartLists
Introduction
Sorting data to get the information you want
How to do it...
How it works...
See also
Speeding up access to information with SmartList Favorites
How to do it...
How it works...
There's more...
Modifying SmartList Favorites
Go To
See also
Getting warnings with SmartList Alerts
Getting ready
How to do it...
How it works...
There's more...
Modifying and removing Custom Reminders
See also
Improving information returned with SmartList Search
How to do it...
How it works...
There's more...
Field Comparison
Match Case
Search Type
See also
Controlling data with SmartList Record Limits
How to do it...
How it works...
Tailoring SmartLists by adding Fields
How to do it...
How it works...
There's more...
Removing fields
Favorites
Default SmartLists
See also
Controlling access by sharing or restricting SmartList Favorites
How to do it...
How it works...
There's more...
SmartList security
Favorite naming best practices
See also
Renaming Fields for clarity
How to do it...
How it works...
There's more...
Default SmartList column names
See also
5. Connecting Dynamics GP to Microsoft Office 2010
Introduction
Getting control of Outlook features on the Home page
How to do it...
How it works...
See also
Building analyses by Exporting SmartLists to Microsoft Excel
How to do it...
How it works...
See also
Delivering flexibility by exporting Navigation Lists to Excel
How to do it...
How it works...
See also
Improving reports by sending SmartLists to Word
How to do it...
How it works...
See also
Communicating with customers using Letters from Microsoft Word
How to do it...
How it works...
There’s more...
SmartList Favorites
Letter Customization
Other Starting Points
See also
Skipping the exports by using Prebuilt Excel Reports
Getting ready
How to do it...
How it works...
There’s more...
Excel Report Builder
SQL and ODC Connections
Trust and Security
See also
Improving performance by globally turning off Outlook integration
How to do it...
How it works...
See also
Reporting on any Dynamics GP data with direct Excel Connections
How to do it...
How it works...
There’s more...
Tables
Advanced Options
Importing data with Microsoft Word and a Dynamics GP Macro
Getting ready
How to do it...
How it works...
There’s more...
Limitations
Getting fine grain control of Excel Exports from SmartLists
Getting ready
How to do it...
How it works...
See also
Gaining flexibility by printing documents with Microsoft Word
How to do it...
How it works...
There’s more...
Which Report to Use
User Template Creation
6. Exposing Hidden Features in Dynamics GP
Introduction
Controlling Posting Dates when not posting by batch
How to do it...
How it works…
Reducing posting steps with better Printing Control
Getting ready
How to do it...
How it works...
There's more...
Posting reports
System Print Dialog
See also
Improving information with Tax Dates in transactions
Getting ready
How to do it...
How it works...
See also
Gaining the option to Process Taxes in the General Ledger
Getting ready
How to do it...
How it works...
See also
Tracking Tangible Personal Property Tax information for Fixed Assets
Getting ready
How it works...
See also
Understanding all of the financial information about an asset with Fixed Asset Details
How to do it...
How it works...
Speeding up entry by Copying a Purchase Order
How to do it...
How it works...
Getting control of printing with Named Printers
Getting ready
How to do it...
How it works...
There's more...
Printer Classes
See also
Speeding up month-end processing with Reconcile to GL functionality
How to do it...
How it works...
There's more...
Balancing the year
When AP and AR aren't enough
7. Improving Dynamics GP with Hacks
Introduction
Building custom help with Window notes
How to do it...
How it works…
Using Comments without needing a comment name
How to do it...
How it works...
There's more...
Line Item Comments
Keeping the chart of accounts clean by reactivating Account Segment warnings
How to do it...
How it works...
See also
Improving clarity by timing Depreciation Posting to the General Ledger
Getting ready
How to do it...
How it works...
There's more...
Timing Depreciation posting
Reducing licensing needs by preventing Multiple Company Logins
How to do it...
How it works...
There's more...
Additional considerations
Turning on more features with Dex.ini settings
Getting ready
How to do it...
There's more...
Additional Dex.ini settings
See also
Entering and Tracking Use Tax with Credit Card Functionality
Getting ready
How to do it...
How it works...
Correcting a lost system password by resetting the System Password
How to do it...
How it works...
Warning the user if Caps Lock is on during login
How to do it...
How it works...
There's more...
Additional considerations
See also
Getting greater journal entry control by clearing recurring batch amounts
How to do it...
See also
8. Preventing Errors in Dynamics GP
Introduction
Preventing posting errors by managing Batch dates
Getting ready
How to do it...
How it works…
See also
Reducing out-of-balance problems with Allow Account Entry
How to do it...
How it works...
There's more...
Adjustments
See also
Ensuring entry in the correct company by warning about Test Companies
How to do it...
How it works...
See also
Protecting Dynamics GP with key security settings
How to do it...
How it works...
There's more...
Security for Security
Security Solutions
Providing clean vendor information by properly closing Purchase Orders
How to do it...
How it works...
Protecting against information loss by printing Fixed Asset Reports
How to do it...
How it works...
There's more...
Fixed Asset Analysis Cube
Preventing account selection errors with Chart Segment names
Getting ready
How to do it...
How it works...
See also
Ensuring proper year-end closing by checking Posting Types
Getting ready
How to do it...
How it works...
See also
Preventing sales of Discontinued Inventory
How to do it...
How it works...
Correcting errors by backing out, correcting, and copying Journal Entries
How to do it...
How it works...
There's more...
Subledger Corrections
9. Maintaining Dynamics GP
Introduction
Preventing entry of wrong dates by Closing Periods
How to do it...
How it works…
There's more...
Mass Close
Improving performance by adjusting AutoComplete settings
How to do it...
How it works...
There's more...
Making the change for all users
See also
Cleaning up Accounts Receivable with Paid Transaction Removal
Getting ready
How to do it...
How it works...
There's more...
Balance Forward
Providing correct tax information by Updating 1099 information
How to do it...
How it works...
There's more...
1099 Vendor Setup
Maintaining updated code by rolling out Service Packs with Client Updates
Getting ready
How to do it...
How it works...
There's more...
Service Pack Errors
Improving stability by Managing Dictionaries
How to do it...
How it works...
There's more...
Dynamics.set file
Safeguarding data by Backing Up everything
How to do it...
How it works...
There's more...
Additional Backups
Resolving errors with the Check Links utility
How to do it...
How it works...
See also
Validating balances with the Reconcile utility
How to do it...
How it works...
See also
Troubleshooting issues with a DexSQL log
How to do it...
How it works...
See also
Speeding security setup with User Copy
Getting ready
How to do it...
10. Extending Dynamics GP with Free Software
Introduction
Checking Dynamics GP spelling with Willoware
Getting ready
How to do it...
How it works…
Preventing date errors with DocDateVerify
Getting ready
How to do it...
How it works...
Executing SQL from the Support Administrator Console
Getting ready
How to do it...
How it works...
See also
Extending Dynamics GP with the Support Debugging Tool
How to do it...
See also
Coloring windows by company
Getting ready
How to do it...
How it works...
See also
Capturing Screenshots and sending an E-mail for support
How to do it...
How it works...
There's more...
Default Settings
See also
Logging transactions for troubleshooting
How to do it...
There's more...
Automatic Logging
See also
Executing SQL from within Dynamics GP
How to do it...
How it works...
See also
Getting information about Security Resources
How to do it...
How it works...
There's more...
Automatic Security Profiles
Export/Import Security Logs
See also
Index
Microsoft Dynamics GP 2010 Cookbook
Microsoft Dynamics GP 2010 Cookbook
Copyright © 2010 Packt Publishing
All rights reserved. No part of this book may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written permission of the publisher, except in the case of brief quotations embedded in critical articles or reviews.
Every effort has been made in the preparation of this book to ensure the accuracy of the information presented. However, the information contained in this book is sold without warranty, either express or implied. Neither the author, nor Packt Publishing, and its dealers and distributors will be held liable for any damages caused or alleged to be caused directly or indirectly by this book.
Packt Publishing has endeavored to provide trademark information about all of the companies and products mentioned in this book by the appropriate use of capitals. However, Packt Publishing cannot guarantee the accuracy of this information.
First published: July 2010
Production Reference: 1290610
Published by Packt Publishing Ltd.
32 Lincoln Road
Olton
Birmingham, B27 6PA, UK.
ISBN 978-1-849680-42-4
www.packtpub.com
Cover Image by Tina Negus (<tina_manthorpe@sky.com>)
Credits
Author
Mark Polino
Reviewers
Frank Hamelly
Leslie Vail
Acquisition Editor
Kerry George
Development Editor
Dhwani Devater
Technical Editor
Chris Rodrigues
Indexer
Rekha Nair
Editorial Team Leader
Akshara Aware
Project Team Leader
Priya Mukherji
Project Coordinator
Zainab Bagasrawala
Proofreader
Jeff Orloff
Production Coordinator
Adline Swetha Jesuthas
Cover Work
Adline Swetha Jesuthas
About the Author
Mark Polino is a Microsoft MVP for Dynamics GP, a Certified Public Accountant, and a Microsoft Certified Business Management Solutions Professional. He is the author of the premier Dynamics GP related blog, DynamicAccounting.net and the creator and presenter of the successful series Getting More Out of Microsoft Dynamics GP: 50 Tips in 50 minutes
. Mark has worked with Dynamics GP and its predecessor, Great Plains, for more than 10 years.
He works as a Principal Consultant with I.B.I.S., Inc. and spends his days helping clients implement Microsoft Dynamics GP.
Acknowledgement
To my wife Dara and my children, Micah and Angelina, thank you for your support of this project. You've patiently endured this obsession without complaining or killing me in my sleep. To mom and dad, thanks for the cheerleading even though you had no idea what this book is about.
Thank you to Andy Vabulas, Dwight Specht, and Clinton Weldon at I.B.I.S. for your support of this book. Without your openness to this project it never would have happened. To Abby, Troy, Ross, and all the other I.B.I.S. consultants who listened to me drone on about how the book was progressing, you have both my apologies and my thanks for your encouragement.
I owe a debt of gratitude to the kind folks at the Hampton Inn in Mt. Airy, NC. The majority of this book was written there while working on a Dynamics GP project. The hotel is staffed with some of the nicest people that you will ever meet and they were happy to fuel this book with great rooms and Diet Mt. Dew.
Much of this book was written on an Acer netbook. Without the small size and long battery life of the netbook the Dynamics GP 2010 Cookbook would never have been finished on time.
To everyone else who has offered encouragement throughout this project, you have my thanks. To those who have been less than encouraging, I hope you someday decide to write a book.
About the Reviewers
Frank Hamelly, founder and CEO of East Coast Dynamics, is a Microsoft Certified Business Professional - GP, Microsoft Certified Trainer, and Microsoft MVP. Frank holds certifications in Financials, Distribution, Report Writer, and FRx and has over 10 years experience in Financials, Distribution, Sales Order Processing, Manufacturing, Project Accounting, Field Service, and the Payroll and Human Resources series of GP. He also has project management and implementation experience with SAP, Baan, Fourth Shift, and MAS90/200.
A graduate of the University of Pittsburgh with a degree in Business Administration, his 20+ years industry experience includes manufacturing, aerospace, telecommunications, utilities, and professional services organizations.
Leslie Vail is a CPA and has been working as a Microsoft Dynamics GP consultant for 17 years. She began with version 1.0 in 1993. During this period she has completed numerous implementations, conversions, and custom development projects. She presents at many partner and customer technical conferences and conducts training classes throughout North and Central America.
Leslie is recognized throughout the industry for her product expertise and contributions to the Dynamics community. She is the principal of ASCI, Inc., a consulting firm located in Dallas, TX.
As a Microsoft Certified Trainer (MCT) she serves as a Subject Matter Expert (SME) for the Microsoft Assessments and Certification Exams (ACE) Team. She is a member of the US MCT Advisory Council and has been named a Microsoft Most Valuable Professional (MVP) since 2007. She was listed as one of the Microsoft Dynamics Top 100 Most Influential People in 2009 by DynamicsWorld. She is one of the top contributors to the Microsoft Dynamics GP Newsgroup and the Microsoft Dynamics GP Community forum and she maintains the popular Dynamics Confessor BlogSpot (http://dynamicsconfessions.blogspot.com/).
She has reviewed and developed Microsoft Courseware, co-authored the book Confessions of a Dynamics GP Consultant
, and is the Technical Editor of several books dedicated to Microsoft Dynamics GP. Leslie also provides some content for the Dynamics Confessions newsletter.
She provides implementation and consulting services for companies ranging from a high-net-worth individual to a multi-national manufacturing firm. She is certified as a Microsoft Certified IT Professional in Microsoft Dynamics GP Applications and Microsoft Dynamics GP Installation & Configuration. She holds a Microsoft Certified Technology Specialist certification in: Dexterity, Modifier with VBA, Integration Manager, Report Writer, HR/Payroll, Financials, Inventory and Order Processing, FRx Report Designer, SQL Server 2000, and Microsoft XP Professional.
A skilled developer, Leslie uses Dexterity, Modifier with VBA, Integration Manager, and eConnect to provide custom solutions to her clients. She is a Certified Integration Developer (CID), a Dexterity CID, a Dynamics Tools CID, and a Dexterity Certified Systems Engineer.
Her training expertise spans the entire Microsoft Dynamics GP product line. She is an experienced trainer and teaches classes for Dexterity, Financials, Inventory and Order Processing, HR/Payroll, Integration Manager, Modifier with VBA, FRx Report Designer, SQL Server Reporting Services, Report Writer, Crystal Reports, SmartList Builder, Excel Report Builder, Integrated Excel Reports, Extender, and System Manager.
Prior to working with Microsoft Dynamics GP, Leslie was the tax director for a large financial institution; before that, she worked for one of the original 'Big Eight' accounting firms as a senior tax accountant.
Preface
Tens of thousands of Microsoft Dynamics GP users keep the accounting functions of their firms running day in and day out. They ensure that vendors get paid, customer payments are tracked, and the financial statements balance in the end. In short, they provide the information critical to corporate decision making.
Although thousands of people use Dynamics GP, many of them only use a subset of the functionality. They figure out just enough to do their job but never delve into ways to do it better. Many users also start with a particular version of Dynamics GP but don't update their skills for new features in updated versions. Employers generally offer little or no training after the initial implementation. The work gets done, but users are left with a feeling that there must be a better way. This book is designed to remove that nagging feeling and provide ways to get more from Dynamics GP.
Why a Dynamics GP Cookbook
Although users manage to get the job done, usually there is a better way. In countless consulting and speaking engagements I find users who simply don't know about the simple features or techniques that can make using Dynamics GP easier.
These features don't require extensive knowledge of Dynamics GP, simply a desire to make using Dynamics GP easier, faster, and simpler. These features, tips, and techniques have been compiled into a set of recipes designed to let Dynamics GP users cook up solutions to their problems.
Like your grandmother's cookbooks, these recipes are laid out in simple steps designed to make them easy to follow and get right the first time. The recipes outlined here are optimized for quick application. Users can