Tuesday, December 29, 2009

Account Rollup, Summaries Group of Account

How to monitor total of Group of Accounts say Cash A/c, Inventory or Payroll Account from different department, Account Rollup features in Dynamics GP is good option to create summary total of group of Accounts.

Following steps to create Account Rollup inquiry.

1) Goto--->Inquiry--->Financial-->Account Rollup

2) Click on Modify button

3) Enter Option ID

4) Select Segment for sorting option

5) Enter No of Columns in above example I selected 2 Columns one is for Actual and another for budget . Give column Name like “Actual” and “Budget”.

   How to create Calculated Columns please go through with Dynamics GP Help.

6) Select option for Accounts i.e. Accounts is Posting Account or Unit Account

7) Select Range of Accounts and insert.

8) Save Accounts Rollup Inquiry options

9) User can callback Option Id from same screen and click on Inquiry Button or

Goto -->Inquiry-->Financial-->Account Rollup

Recall Option ID and Click on Redisplay


Keep checking for my next post.. Happy Holidays !!!

Monday, December 21, 2009

How to post Payroll Manual Transaction where Gross Amount is Zero.

1) Goto--> Transaction --> Payroll -->Manual Checks


2)   Call back transaction by entering Payment No.

3)   Note down Check Date and then Clear Batch ID – Once you clear Batch ID Check date and Post Date will be enable. Make sure to enter correct Post Date and Check Date.


Click on Post button to post transaction.

Sunday, December 6, 2009

Dynamics GP Year End Procedure

Year End Closing for Dynamics GP Module must be done in following order

A)  Inventory
B)  Receivable
C)  Payables
D)  Fixed Assets
E)  GL Year End

GL Year End Close should be done after you have completed Year End Closing for all above Module in above order.

Let see Module wise Year End Close procedure and its affects.

A)  Inventory
GOTO-->Tools-->Routines-->Inventory-->Year End Close

Inventory Year End Close affects

i) Transfers all summarized current-Year Quantity, Cost and Sales Amounts to last-year for the Items for which you have been keeping summarized sales history

ii) Updates each item’s beginning Quantity from the Quantity on hand at each site

iii) Zeros the Quantity sold field in the Item Quantities maintenance (Cards-->Inventory-->Quantities/sites) for each site

iv) Give you the Option to: Remove Discontinued Items, remove sold Receipts, Remove Sold Lot Attributes, and update Item’s Standard cost.

Key Points to remember while/before running Inventory Year End Updates

i) Enter and post all PO Processing , Invoicing/sales Order Processing and Inventory Transaction for the current year

ii) Follow KB872713- Describes how to close the year and how to prepare your inventory records for the new fiscal year in Inventory Control in Microsoft Dynamics GP.

iii) Restorable Backups of Production and as well as Dynamics Database

iv) Reconciles SOP and POP and IV Module .. Reconcile SOP,POP and Then Inventory.

Knowledge Base Reference

i) KB872713 Describes how to close the year and how to prepare your inventory records for the new fiscal year in Inventory Control in Microsoft Dynamics GP.

ii) KB855316 Inventory Accidentally Closed Twice

iii) KB872182 Inventory Year End Close Does Not Remove Discontinued Items.

B) Accounts Receivables

GOTO-->Tools-->Routines-->Sales-->Year End Close

Affects of Receivable Management Year End Close

i) Calendar year End Close clears the Calendar Year to Date Finance charges and moves them to the last year Calendar field in Customer Finance Charge summary(Cards-->sales-->Summary-->Finance Charges)

ii) The Fiscal year End close transfer all amounts other than the Calendar YTD Finance charge amount to the Last Year Column in Customer Summary using the Amounts since Last closed view(Cards-->Sales-->Summary)

Key Points to remember

i) Post all transactions for current year

ii) Keep Restorable backup

iii) Follow KB857444- Describes how to perform the year-end closing routine in Receivables Management. Contains preparation steps and troubleshooting information for the year-end closing routine.

iv) Receivable management is not completely date sensitive there are some date sensitive features. It would still be the best option to close the year on time

v) KB851140- Explains the effects of performing the year-end closing procedure in Receivables Management after December 31.

C) Payable Management Year End Close

Goto-->Tools-->Routines-->Purchasing-->Year End

Calendar year End Close Routine should be run at the End of the Calendar year prior to posting transactions in the New Year

The Fiscal Year End close Routine should be run at the end of the fiscal year Prior to posting transactions in the New year

What does not Payable Management Year End Close does

i) The Fiscal year End Close Process transfers all other amounts from the Year to Date column to the Last Year Column in the Amounts since Last Close view.

ii) The Calendar year End Close process transfers the 1099 Amount from the Year to Date Column to the Last Year Column in the Amounts Since Last Close view in the Vendor yearly Summary window (Cards-->Purchasing -->Summary-->Yearly button)

Key Point to Remember

i) Post all transactions for the current year

ii) Make sure transaction for the new year are saved not posted

iii) Make a backup

iv) Follow the KB 875169 -Describes how to perform the year-end closing routine in Payables Management in Microsoft Dynamics GP. This article also lists preparation steps and troubleshooting information for the year-end closing routine.

v) Payable Management is not fully date sensitive , so it sill still recommended that you process your Year End closing routine at the Actual Year End

D)   Fixed Assets Year End Close

GOTO-->Tools-->Routines-->Fixed Assets-->Year End

When should the Fixed Assets Year End close to be done?

i) The Fixed Assets Year End close should be run after you close Payable management but before you close General Ledger

ii) You can close each book separately, but you must close all books before you can do any processing in Fixed Assets for the New Year.

What does the Year End Close Process do?

1) In the Asset General information Window (Card-->Fixed Assets--> General)

     a) YTD Maintenance amount is removed

     b) The Quantity is copied to the Begin Quantity field

2) In the Asset book window (Cards-->Fixed Assets-->Book)

    a) The YTD Depreciation Amount is removed

    b) Cost basis is copied to Begin year Cost

    c) Life to Date Depreciation is copied to Begin Reserve

    d) Salvage is copied to Begin salvage

    e) Increase the Current fiscal year by on Year for Each book that is being closed.

Key Points to Remember

1) Print all the reports that you need for the year that you are closing

2) Backup of Production Database

3) KB865653- Describes the year-end closing routine in Fixed Asset Management in Microsoft Dynamics GP. Also lists preparation steps and troubleshooting information.

4) You must take depreciation to the last day of the year that you are closing before you close the year

E) GL Year End

GOTO-->Tools-->Routines-->Financial-->Year End Closing

What does the year End close process do?

1) The Year End close process close all P & L Account out to Retained Earnings, Leaving the P&L Ac with Zero Balance at the beginning of the New year

2) All Balance Sheet Accounts are updated with the Beginning Balance in the New year which will be the same as the Ending balance from the Year you are closing

3) The Retained Earning Account is updated with Amount from All P&L accounts if you close to one Retained Earning Account or with the Amount from P&L Account in that division if you close to divisional Retained Earning Account. The Retained Earning Accounts are the Only Balance sheet Accounts that should have different beginning balance than the Ending Balance from the year that you closing

4) The year End close routine moves all open year transactions from the GL20000 to the GL30000 table

5) The Fiscal Period Table is updated to Mark the year that you are closing as Historical.

Key Points

1) Restorable Backup of Dynamics as well as Production Database.

2) Follow KB888003- Describes the recommended year-end closing procedures for General Ledger in Microsoft Dynamics GP.

3) Make sure you have enough space on SQL Server to allow GL20000 table double in Size.

4) Perform Year End at Server.

5) Have all user out of Dynamics GP when you perform Year End operation.

6) The Year Close Routine does appear to hang at 50% but is still running be patience.

Important KB to follow

1) KB871679 Describes how to set up an adjusting period to record adjustments that are posted to the general ledger after the year-end close process has been performed.

2) KB850615 This article describes how the divisional retained earnings accounts work in General Ledger in Microsoft Dynamics GP.

3) KB864913- Describes how to correct accounts that were set up to use the wrong posting type after the General Ledger year-end closing process is complete in Microsoft Dynamics GP.

4) KB850741- Discusses that you receive a "Retained Earnings account not found" error message when you try to perform the year-end closing process in General Ledger in Microsoft Dynamics GP. Provides steps to troubleshoot the problem.

5) KB857582- Discusses that the balances for all unit accounts roll forward after the General Ledger fiscal year has been closed in Microsoft Dynamics GP. Describes how to delete the beginning balances for the unit accounts.

Thursday, November 19, 2009

Understanding Purchase Return in Dynamics GP.

In Dynamics GP for Purchase Return available 4 options, which option should I select to make Purchase Return?

Let see
1) Return
2) Return with Credit
3) Inventory
4) Inventory With Credit

1) Return
Select “Return” type when you received the Item and it’s not Matched to Invoice. Vendor Credit is not applied with above type.

Inventory A/c Cr $ XXX
Accrued Purchase A/c Dr $ XXX

2) Return With Credit
Select “Return with Credit” option when Item is Received and Matched to Invoice. Vendor Credit is applied.

Inventory A/c Cr $ XXX
Accounts Payable A/c Dr $ XXX

Above Entry will applied to your GL as well as Vendor Balance

3) Inventory
When should user select the above option?
a) When there is No Receipt or Matched Invoiced that means if user enter Inventory Adjustment from Inventory Transaction((Transaction-->Inventory-->Adjustment) and want to make Return Entry against those Adjustment
b) Variance Transaction (Transaction-->Inventory-->Variance)

Again Vendor Credit is not applicable; Inventory On Hand Qty will reduce.

Inventory A/c Cr $ XXX
Accrued Purchase/Wastage A/c Dr $ XXX

4) Inventory w/Credit
On Same “Inventory” scenario for “Inventory w/Credit” option but Vendor Credit are applicable.

Your Distribution will look like:
Inventory A/c Cr XXX
Accounts Payable Dr XXX

Above Entry will affect only your GL balance to get applied against your Vendor Balance
do not forget to apply your Return with Vendor Invoice (Transaction-->Purchasing-->Apply Payable Documents”)

Option 3 and 4 i.e. “Inventory” and Inventory w/Credit can be applied for your Opening Qty return.

Friday, November 6, 2009

Change Default Check No On Remittance for Zero Dollar Check

Articel from Microsoft about "How to Change the Default Check Number Printed on Remittances for Zero Dollar Checks in Payables Management for Microsoft Dynamics GP"

here is the Partners Link : https://mbs.microsoft.com/partnersource/deployment/documentation/howtoarticles/msdgpremittzero.htm?r=5


Friday, October 16, 2009

Manually “Closed/Canceled” Purchase Order still shows in Inquiry as Open Purchase Order with "Closed/Canceled" Status.

When user “Closed or Canceled” the purchase Order from Transaction-->Purchasing-->Edit Purchase Order those Purchase Order still show in Inquiry--->Purchasing--->Purchase Order Documents as Open PO .

Remove the Completed PO from Tools-->Routines--->Purchasing ---> Removed the Completed Purchase Order.

Once the Completed Purchase Order Removed it won’t appear in Inquiry as Open Purchase Orders.

PS: Sometime I saw the fully Received Purchase Order still show in Purchase Order Inquiry as Open PO, Follow the above solution to resolve the issue.

Saturday, October 10, 2009

Microsoft Mainstream support for GP

Microsoft Business Solutions Great Plains 8.0
Support for Microsoft Business Solutions Great Plains 8.0 Ends October 13, 2009

Microsoft Dynamics GP 9.0
Support for Microsoft Dynamics GP 9.0 End 1/11/2011

Microsoft Dynamics GP 10.0
Support for Dynamics GP 10.0 End 10/10/2012 – Extended Support End at 10/10/2017

Friday, October 2, 2009

How to find the Table and Field Information in Dynamics GP

Following steps can help you to find the Table Information in Dynamics GP.

1) Goto-->Tools-->Resource Description-->Tables

Table Names screen shows all the Table information for the specific series in above example its shows the Display, Technical and Physical Name for the Sales Series

2)Let’s find the Table Information for specific screen say : Customer Maintenance
Open the customer Maintenance screen from (Cards-->Sales -->Customer)
Goto --> Tools -->Integrate -->Table Import

These are the Display Name of Table used for the for Customer Maintenance Screen.
You can use the "First Example" to find the Physical Name for Customer Maintenance Screen

1) User can find the Window specific table information from
GOTO-->Tools-->Resource Description -->Windows

Again it shows the “Display Name“of all tables for “Customer Maintenance”.. you can follow the first step to find the “Physical Name”.

4) Even from Dynamics GP Report user can find the Table information used for that Report
Print the Report on Screen-->Click on “Modify” button.

Select any field from Report Layout and on Right Hand Side “Toolbar” it will show the Table Name like “RM_Customer_MSTR”
Again.. to find the “Physical Name” .. you don’t have to goto Dynamics GP , on Report Window Click on “Tables-->Tables”

Search for “RM_Customer_MSTR” ---> select and click on “Open” and it will show the “Physical Name”.

Lots of screen shot... Hope it will help you to find the table information!!!

Thursday, October 1, 2009

Budget with Date Range

Budgets in Finance (Cards-->Financial-->Budgets) is no longer limited for the specific year now we can span –give the date range.

On Dynamics GP 10.0 new field “Based On” is available which allow the user to decide the New Budget is based on Fiscal year or with Date Range.

When the Date Range is selected it allowed the user to enter the start Date and End Date.

Dynamics GP 9.0

Dynamics GP 10.0

Tuesday, September 29, 2009

Dynamics GP Class Behavior...

“Dynamics GP Class Behavior”…. The day when I started working in Dynamics GP I was impress with the “Class” and its “Roll Down” feature just do the simple changes and it will update all Master Record. Unfortunately all these days I was thinking “Roll Down” features will “Roll Down” all the information from “Class” to the Master Data .
Here the issue I face - Imported the Customer Master using eConnect using default Existing “Class”. After importing found that I have to make two changes in Customer Master one in “assigning GL Account” and another is in “Payment Terms”, it’s so easy just update the Class of the customer and it will reflect all changes in all respective customers. Instead of making both changes and saving I mistakenly did first change Assigned the GL A/c and saved without “Roll Down” did the second change in “Payment Terms” and on save, clicked on “Yes” for “Roll Down” expecting system will pick GL A/c which recently assigned and all other Information from “Class” and do the update in Master Data.
But when I checked my customer Master for those “Class” my GL A/c field didn’t get updated. Only the changed happened to the “Payment Terms” field.
It was my assumption that once I made the changes to the one field in “Class” and on “Roll Down” it will update all respective field in Master Record but it won’t it will do the “Roll Down” only for the “Changed” field.
Again only the field you change it will Roll Down in Master Data not all fields

Friday, September 25, 2009

How to Determine Accurate Costing In Inventory In Dynamics GP 9.0 and10.0

Like to share a very nice article from Microsoft which help to udnerstand how the Inventory Costing does in Dynamics GP 9.0 and 10.0 and how we can determine the Inventory Costing .

End User always ask lot of question about how to change the cost and what is the affect .. How can we determine the IV Costing in Dymamics GP... I bet below article will solve your all doubts about the Inventory Costing in Dynamics GP.

https://mbs.microsoft.com/partnersource/documentation/whitepapers/wpmdgp_inventorycosting_90_10.htm?printpage=false&stext=How to determine, maintain, and report in Microsoft Dynamics GP 9.0 and 10.0

Download the PDF and enjoy !!!

Monday, September 21, 2009

Purchase Shipment/Invoice in Dynamics GP Web Service

While working on on Dynamics GP Web Service, I came with very strange senario I didn’t find Web Method for “Shipment/Invoice” on purchase .. Where in eConnect Shipment/Invoice Node with Invoice type is available … !!! Thats weird .. !!!

Client was not accepting to pass the Purchase Receipt and than Match the Invoice, they want to Invocie entry as “Shipment/Invoice” even I don’t want to installed eCOnnect on every individual machine which is going to use the integration utility for “Shipment/Invoice”.

At last created Custom Webservice using eConnect !!!

I wish I could have enclosed the “Shipment/Invoice” WebService code using eConnect but do reply me back if you want ready code .... !!!

Please email me on:sandipdjadhav@hotmail.com

Thanks byee for now !!!

Wednesday, September 16, 2009

Updgrading Microsoft Business Solutions-Great Plains 8.0 to Dynamics GP 10 and Inventory Costing

Extenseive changes in Inventory Costing between Great Plains 8.0 and Dynamics GP 10.0, Microsoft recommending that all clients who use the Average Perpetual valuation method for their items and are upgrading from Great Plains version 8.0 to version 10.0, perform the steps that are required to implement the Historical Inventory Trial Balance (HITB) report as part of their upgrade process.

It is advised to implement the HITB report before performing any transactions that involve average cost items on Microsoft Dynamics GP 10.0.

Below is link for Customers and Partners for HITB report and IV Reset tool



Tuesday, September 15, 2009

The document has been posted-SOP Transaction Error

User posted the Sales Batch while posting didn’t get any error but found in Item Inquiry Qty Allocation still show wrong for one of the Sales Item which he posted and it didn’t create any Journal Entry into General Journal for that Sales Transaction.

When user Inquiry the SOP Transaction Status from (Inquiry -->Sales -->Sales Documents) it shows as un posted transaction, and when recall the transaction to re-post from Sales Transaction Entry screen it gives “The Document has been posted”.

Following SQL Script help to the Transaction available to repost as user don’t want us to delete the transaction using SQL Script but want to make available to repost.

Update SOP10100 set BCHSOURC = 'Sales Entry' where DEX_ROW_ID = 'XXX'
-- where XXX is the dex_row_id of the document

With the help of above query the SOP Document is available to repost. Once the transaction is reposted Item Allocation got rectified and Journal Entry got created in General Journal.

Thursday, September 10, 2009

What is Named Printers mean in Dynamics GP ?

(Tools-->Setup -->System-->Named Printers)

Named Printers can use to print the Dynamics GP report to the specific –Dedicated printer, Assume that you have Dedicated “Check Printer” you used to print only checks and before printing checks from Dynamics GP user need to change the Printer Setting from Defualt to Check Printer.

With the help of Named Printers Dynamics GP Report can assigned to specific Dedicated Printer, so whenever user print the Report / Check it will print on Assigned Printer. It does not require to make any change to the printer setting to print in dedicated printer .

You can assign Named Printers to the Following Reports .

Payables Management

Aged Trial Balance Reports
Analysis Reports
Computer checks and remittance
Historical aged trial balance Reports
Posting Journals
Payables documents
Transaction checks and remittance


Analysis Reports
Posting Journals
Purchase Orders


1099-R and 1096 Forms
Custom Reports
Direct Deposit Statement of Earnings
Paychecks and Direct Deposit forms
W-2 and W-3 forms
Wages and hours Reports


Analysis Reports
Activity Reports
Stock Count Form
Posting Journals


Analysis Reports
Invoices and Returns
Posting Journals

Receivables Management

Analysis Reports
Aged Trial Balance Reports
Historical Aged Trial Balance Reports
Customer Statement
Posting Journals
Receivables documents

Analysis Reports
Packing slips and picking tickets
Posting Journals
Purchase Orders Generation Register
Quotes, Orders, Invoices, Back Orders, and Returns

General Ledger

Financial Statement
Trial Balances
Posting Journals
Cross Reference Reports

The Original Developer of Named Printers is Mr. David Musgrave , Who has great post in his blog about how to configure Named Printer in Terminal Server

Namedd Printer in Terminal Server : http://blogs.msdn.com/developingfordynamicsgp/archive/2008/08/15/using-named-printers-with-terminal-server.aspx
Hybrid - Adding Namedd Printers control to Reports using VBA

Monday, September 7, 2009

Remove Transactions from Reports -->Purchasing -->Analysis -->Received /Not Invoiced

Received/Not Invoiced report in Reports-->Purchasing-->Analysis the report was showing transactions in POP Received/Not Invoiced. Instead Matching the Invoice for those Receipts user created other Invoices and correct the Accrual Journal Entry of the Received Transactions.

Now the problem is Inventory Qty and GL A/c Balance is right so we cannot pass the Purchase Return Entry because GL and Inventory Qty will get affect.

To remove the transactions from the Received/Not Invoiced Report need to Edit the PO and closed the PO Line Items i.e. Goto Transactions -->Purchasing -->Edit Purchase Orders select your PO and edit the status of Line item from “Received” to “Closed”

Once you had done the PO which has Receipt but Not Invoiced will not appear in above Report.
I have found another problem if there is no purchase order and user entered only Receipt and which is not Invoiced than execute the following update Statement.

Update POP10500 set QTYMATCH = QTYSHPPD where DEX_ROW_ID= 'XXXX'

Replace XXX with Dex_row_id of the receipt on POP10500.

Hint : You can close non receipt PO Line Item from the Edit Purchase Orders window.

Tuesday, August 25, 2009

Inventory Batch Entry and Post to GL Check Box option

When batch is created in Inventory (Transaction-->Inventory-->Batches) user must check mark the option “Post to General Ledger” if user forget to mark check box the Journal Entry will not create in General Journal .

It’s usually possible that user forget / ignore to mark check option, is it possible to make the default check marked on “Post to General Ledger” check box ?

It is through the one line VBA code.

Steps :

1) Open the Inventory Batch Entry (Transaction --> Inventory --> Batches)
2) Add the Inventory Batch Entry screen to Visual Basic ( Tools-->Customize-->Add Current Window to Visual Basic)
3) Goto Tools--> Customize--> Add Fields to Visual Basic and click on Post to General Ledger Check Box.
4) Goto Tools-->Customize-->Visual Basic editor to do the coding
5) Select the “InventoryBatchEntry(Window) from Project explore (Microsoft_Dynamics_GP --> Microsoft Dynamics GP Objects --> InventoryBatchEntry(Window)
6) And on “ Window_AfterActivate” event add the following code

PosttoGeneralLedger.Value = 1

Your code should look like below screen :

If it’s difficult for you to do the VBA modification please do not hesitate to mail me for above customization file.

Sunday, August 23, 2009

Post To General Ledger and Post Through General Ledger

Post to General Ledger and Post Through General Ledger what is difference and which option should I used for my organisation ?

In Posting setup (Tools-->setup-->Posting-->Posting) Dynamics GP have two posting option for each series. When transaction are posted in subsidiary modules, the information should also update General Ledger accounts. How and when this information flow to General Ledger is defined in Posting setup window.

Post To General Ledger :

When Post To General Ledger is selected and Post Through General Ledger is not select and any transaction is posted from Subsidiary module it will create the Journal Entry in General Ledger. Transaction can be edited using General Ledger’s Transaction Entry window before posting permanent to General Ledger.

Post Through General Ledger :
When transaction posted from subsidiary module , instead of creating Journal Entry into General Ledger system will automatically update the General Ledger A/c. User can ‘t verify / Edit the GL Transaction using General Ledger Transaction Entry window as already GL A/c is updated.

Its depend upon the organization which Posting Option they need.

Hint: Even though if you activate the “Post Through General Ledger” option and if you post the Transaction without creating Batch i.e. Transaction Level Posting it will create the GL Batch into General Ledger. To directly hit the General Ledger A/c user must do the Batch Posting from subsidiary module

Hint : When entering Beginning Balance in Subsidiary Modules, the "PostTo General Ledger" option can be cleared. Make sure to reselect option before starting entering your regular transactions.

Hint : Another option is available when entering beginning balances to leave “Post to General Ledger” selected, do not select “Post through General Ledger” option and Delete the Batches created in General Ledger that contain the Beginning Balances.

How to email Dynamics GP Invoice/Report

Instead of printing the invoice , Statement of Account how can I directly email it to my customer ? Or is it possible to mail any report as attachment ?

When you print your report --> Print on screen --> Click on Sent To Button . You will find two option Mail Recipient (Text) i.e. Emailing txt attachment and another one is Mail Recipient (PDF) enclosed the report in PDF format.

For better result select PDF format Mail Recipient , make sure you have Adobe Acrobat PDF writer installed in GP client computer otherwise the Mail Receipent (PDF) format option is disable.

Thursday, August 20, 2009

Subsidary Module posting total of GL Distribution is not matching with GL Batch Total

One day user called GL Distribution total mismatch - when they posted the Batch from Subsidiary (Receivable Transaction Batch) Module posting total of GL Distribution is not matching with GL Batch.

$ 1563 is your Receivable Transaction total, Once you post the Batch and Print Distribution Breakdown Register-Detailed or SummaryDetail Report

Detail Register :

Summary :

GL Batch -

The GL Summary /Detail Grand Total are not matched with GL Batch total why ??? The GL Batch Total show $3214.2.60 its really confuse the end user.

There is way to quick verify - you need to divide the GL Batch Total by 2 and your Subsidiary GL Distribution Total will match with GL Batch Total. ($3214.20/2= $1607.10).
Another way you need to post the GL Batch and verify the Individual GL A/c total with your subsidiary GL Breakdown summary total.