Join Renato Bellu for an in-depth discussion in this video Avoiding the common Dynamics GP quirks, part of Up and Running with Dynamics GP.
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- Dynamics GP has several "gotchas" or quirks that are easily overcome, if you know the tricks. Let's take a look at a few of those now. We'll look at a customer card. For instance, if I wanted to change the payment terms on this customer from net 30 to C.O.D., I could simply hit the lookup and change it to C.O.D., oops, when I open it up, I don't see C.O.D. as a choice, but I know that's one of the payment terms I have set up. Where is it? This slider is positioned at the top, looking like I'm at the top of the list.
This is a quirk of GP, because actually if I click here, I can see there's more to the list. The best way to remedy this is to hit the "refresh" button. The "refresh" button will show you the whole list every time. A lot of things in GP are easier to do than you think, if you know the right way. For instance, if you wanted to log into another company, simply click on the company shown on the bottom of your screen. Then select another company from the drop-down list. Likewise, you can change the user that you're logged in as by clicking on the user.
Dates and dollar amounts are easier to key in than many people think. Let's take a look at a bank transfer transaction. Say I wanted to change the transfer date to May 15th. All I have to do is tab into that field, and with four keystrokes I can change the date, "05/15." The year will be assumed. The system will use the year from the user date shown below. Changing dollar amounts is likewise easier than you might think. We can tab into the field, and simply key in the new amount.
If I wanted to change this to $123.45, i can simply type "12345." The decimal place is assumed. When you're posting transactions, many reports will automatically appear. Sometimes these reports are a nuisance because we don't really want to print them out, and a lot of people don't know they can be easily turned off. For instance, if I'm posting this payables batch, look what happens. All of these reports pop up.
I might have to cancel them. Rather than clicking the "cancel" button so many times, it's a much better idea to go into Administration, Posting Setup, choose that screen from the appropriate series. You will then see a list of reports that print out during the posting of that type of transaction. You can simply unclick them. Next time you go to post a payables transaction batch, no reports will print out. Another quirk of Dynamics GP is that when it's installed initially, the sequence numbers contain 17 lead zeroes.
This is often a cumbersome number to work with. For instance, in Purchasing, let's look at the Payables Setup. Under Options, the sequence numbers appear. The next voucher number I usually set up as a prefix of "V" for Voucher, and then I always use the seven-digit number, 1234567. This way, when I create a new voucher, it will automatically sequence to "V1." That makes it much easier for lookup, and it's a number that's easier to work with when you're trying to do some research.
The position of notes is important to understand correctly. Let's look at a customer card again. If I wanted to attach a note to this customer, Aaron Fitz, I have to make sure to click the note that's near the customer ID, not the note up on top of the screen. This note places a note on the customer maintenance screen in general. This is a high-level note. What's appropriate to put on these notes would be some sort of help screen advice. Now the note is attached to that screen regardless of what customer I might be looking at.
The note is always there for every customer. If you wanted to attach a note directly to this customer in particular, click the note near their ID. Now I'll see that note, Aaron Fitz only on the Aaron Fitz customer card. Lastly, I'd like to show you an option in the financial General Ledger setup that's often overlooked. That's the allow posting to history check box. I recommend you leave this unchecked. If this is checked, it means that if somebody fat-fingers a year, they might post into a prior year that's already closed, creating a prior period adjustment transaction.
You can always temporarily allow posting to history by checking this box, saving it, then coming back into the setup and unclicking it. If you're doing something in Dynamics GP that's cumbersome and takes a lot of time, keep in mind there's probably a quicker way to do it, and it's worth doing some research to find out if there's a better way.
- Using the SmartList to extract data from Dynamics GP
- Controlling the behavior of the GP by mastering the posting setup window
- Grasping the chart of accounts format
- Entering and posting general ledger journal entries
- Entering accounts payable vouchers and accounts receivable transactions, such as credit memos
- Setting up new inventory items and running stock status reports
- Understanding the ins and outs of the bank reconciliation module
- Creating new companies
- Uploading budgets into Dynamics GP from Microsoft Excel
- Entering sales orders and billing your customers
- Managing inventory price lists