50 Tips and Tricks in 60 Minutes 9 th Annual BDO Connections - - PowerPoint PPT Presentation

▶
50 tips and tricks in 60 minutes
SMART_READER_LITE
LIVE PREVIEW

50 Tips and Tricks in 60 Minutes 9 th Annual BDO Connections - - PowerPoint PPT Presentation

Jan 03, 2023 99 likes •732 views

50 Tips and Tricks in 60 Minutes 9 th Annual BDO Connections Conference Agnieszka Parent & Jim Lawrance 6 May 2014 GOLD sponsors: Sponsors: 9 th Annual BDO Connections Conference THANK YOU TO ALL OUR SPONSORS GOLD sponsors: Sponsors: 2 9

slide-1
SLIDE 1

9th Annual BDO Connections Conference

GOLD sponsors: Sponsors:

50 Tips and Tricks in 60 Minutes

9th Annual BDO Connections Conference

Agnieszka Parent & Jim Lawrance 6 May 2014

slide-2
SLIDE 2

9th Annual BDO Connections Conference

2

GOLD sponsors: Sponsors:

THANK YOU TO ALL OUR SPONSORS

slide-3
SLIDE 3

9th Annual BDO Connections Conference

3

GOLD sponsors: Sponsors:

50 Tips & Tricks in 60 Minutes Agenda

System Financial Fixed Assets Purchasing Sales Inventory Canadian Payroll Reporting

slide-4
SLIDE 4

9th Annual BDO Connections Conference

4

GOLD sponsors: Sponsors:

50 Tips & Tricks in 60 Minutes System

  • Improve entry with more dates
  • Cleanup by closing all windows
  • PSTL
  • Replicate records with Account/Customer/Vendor Triggers
  • Copy Companies for easy test and setup
  • Speed new user setup with user copy
  • Quick workflow
  • Customize toolbar
  • Hotkeys
  • Cleanup of auto complete
slide-5
SLIDE 5

9th Annual BDO Connections Conference

5

GOLD sponsors: Sponsors:

System Improve entry with more dates

On any date entry field:

  • Click on the blue date bar to view a year by year lookup
  • Click again to view a decade lookup
slide-6
SLIDE 6

9th Annual BDO Connections Conference

6

GOLD sponsors: Sponsors:

System Cleanup by closing all windows

Close all of your windows at once: Microsoft Dynamics GP  Close All Windows

slide-7
SLIDE 7

9th Annual BDO Connections Conference

7

GOLD sponsors: Sponsors:

System PSTL

Profession Services Library Tool

  • Multiple reconciliation functions
  • Functions in most modules
  • Available as a free download for GP2010
  • Automatically installed with GP2013
slide-8
SLIDE 8

9th Annual BDO Connections Conference

8

GOLD sponsors: Sponsors:

System Replicate records with triggers

You can copy master records such as Vendors, Customers and Accounts to another database in GP through PSTL: PSTL  Sales Tools  RM Master Triggers

  • Select which database to copy from and to
  • Select Vendors/Customers/Accounts based on what is to be copied
slide-9
SLIDE 9

9th Annual BDO Connections Conference

9

GOLD sponsors: Sponsors:

System Copy companies for easy test and setup

You can also copy company configuration from one company to another through PSTL: PSTL  Misc Tools  Company Copy

  • Select which company to copy to and from
  • Select which module configure should be copied
slide-10
SLIDE 10

9th Annual BDO Connections Conference

10

GOLD sponsors: Sponsors:

System Speed up new user setup with user copy

When creating a new user, security and company access can be copied from an existing user for quicker entry Administration  Setup  System  User

  • Enter new user ID, password, role etc
  • Click on Copy Access
  • Select which user to copy from
slide-11
SLIDE 11

9th Annual BDO Connections Conference

11

GOLD sponsors: Sponsors:

System Quick workflow

Build a quick workflow for your frequently performed functions – like a cheque run

  • In your Navigation Pane, right-click and add a new folder and name it, then

right-click and add the first GP window in the process, and continue until all windows are in the folder

slide-12
SLIDE 12

9th Annual BDO Connections Conference

12

GOLD sponsors: Sponsors:

System Customize toolbar

  • You can customize the toolbar at the top of the screen to include shortcuts

to the areas in Dynamics GP you use the most

  • Items you don’t need on your tool bar related to other tasks, remove them
  • You can change the names of the shortcuts and customize to show not just

icons but helpful text too

  • This toolbar will show up no matter where you are in Dynamics GP
slide-13
SLIDE 13

9th Annual BDO Connections Conference

13

GOLD sponsors: Sponsors:

System Hotkeys

  • Use hot keys for one key access into your frequently used windows
  • Home Page  Right Click in Short Cut area
  • Add a new window, smartlist etc
  • Assign a hotkey
slide-14
SLIDE 14

9th Annual BDO Connections Conference

14

GOLD sponsors: Sponsors:

System Cleanup of auto complete

Clean up of Auto Complete/Limit Auto Complete

  • Auto Complete is great, until you misspell something and are stuck with it in

your drop down list, now you can get rid of it

  • When you see a misspelled or no longer required Auto Complete listing,

simply right-click on it and select “Remove from list”

  • GP comes with a default Auto Complete setting of 1,000 listings, per user,

per field which can be too much and may negatively impact performance

  • ver time. Limit this to fewer entries and by having them clear after 60

days of inactivity

  • Microsoft Dynamics GP  User Preferences  Auto Complete
slide-15
SLIDE 15

9th Annual BDO Connections Conference

15

GOLD sponsors: Sponsors:

50 Tips & Tricks in 60 Minutes Financial

  • Merge budgets to improve budgeting process
  • Identify responsibility with account user defined fields
  • Use account categories to simplify reporting
  • Roll down account segment name changes
  • Really inactivate accounts for better control
  • Identify segment names for better reporting
  • Change account separator for long accounts
  • Improve electronic reconcile with BAI files
  • Chequebook modifier (PSTL)
  • Reconciling subledgers to GL
  • Account alias
  • Modify accounts
slide-16
SLIDE 16

9th Annual BDO Connections Conference

16

GOLD sponsors: Sponsors:

Financial Merge budgets to improve budgeting process

Divisional or departmental budgets can be merged into one master budget. There is an option to either keep the budgets you are merging, or delete them and have

  • nly the master budget.

Financial  Cards  Budgets

  • Select Budget ID
  • Click on Combine Budgets
  • Select Master Budget ID and the Budget ID you want to combine
  • Click Process
slide-17
SLIDE 17

9th Annual BDO Connections Conference

17

GOLD sponsors: Sponsors:

Financial Identify responsibility with account user defined

Great idea for month end account reconciliation responsibility

  • Rename your User-Defined 1 field

Financial  Setup  General Ledger

  • Change field to “Responsibility”
  • Assign the name of the person who is responsible for each account in the

account maintenance window

slide-18
SLIDE 18

9th Annual BDO Connections Conference

18

GOLD sponsors: Sponsors:

Financial Use account categories to simplify reporting

Simplify the creation of financial reporting by using the Account Category in MR and FRx

  • Assign appropriate Account Categories in the Account Maintenance window
  • Create new Account Categories if needed:
  • Financial  Setup  Categories
slide-19
SLIDE 19

9th Annual BDO Connections Conference

19

GOLD sponsors: Sponsors:

Financial Roll down segment name changes

Make it much simpler to update the names of new account segments that are being created Financial  Setup  Segment

  • Select segment and add description
  • When prompted, roll down description changes to accounts containing that

segment

slide-20
SLIDE 20

9th Annual BDO Connections Conference

20

GOLD sponsors: Sponsors:

Financial Really inactivate accounts for better control

If your accounts are setup as default accounts anywhere in the system, they can still be posted to even if they’re marked inactive. To ensure accounts are truly inactive, remove them from any default account setup

slide-21
SLIDE 21

9th Annual BDO Connections Conference

21

GOLD sponsors: Sponsors:

Financial Identify segment names for better reporting

Updating the segment name helps with the setup of financial reporting Financial  Setup  Segment

  • Add a description to all segments
  • Use this when creating Trees in Management Reporter
slide-22
SLIDE 22

9th Annual BDO Connections Conference

22

GOLD sponsors: Sponsors:

Financial Change account separator for long accounts

Minimize the size of your GL accounts by using a period instead of a dash Administration  Setup  Company  Account Setup

  • Select a period in the “Separate with” field
slide-23
SLIDE 23

9th Annual BDO Connections Conference

23

GOLD sponsors: Sponsors:

Financial Improve electronic reconcile with BAI files

Much more simple to setup EBR in GP2013 with BAI files Financial  Routines  Electronic Reconcile  Configurator

  • Name your bank format and description
  • Select File Format as BAI
slide-24
SLIDE 24

9th Annual BDO Connections Conference

24

GOLD sponsors: Sponsors:

Financial Chequebook modifier (PSTL)

Using PSTL you can update your chequebook if the name changes and roll over all prior data that has affected that chequebook PSTL  Financial Tools  Checkbook Modifier

  • Enter existing Checkbook ID
  • Enter new Checkbook ID
  • Click on Convert
slide-25
SLIDE 25

9th Annual BDO Connections Conference

25

GOLD sponsors: Sponsors:

Financial Reconciling subledgers to GL

Great tool for month end – includes AP, AR, BR and Inventory in GP2013 Financial  Routines  GL Reconcile

  • Select date range
  • Select module
  • Select GL accounts
  • Select output file
  • Click Process
slide-26
SLIDE 26

9th Annual BDO Connections Conference

26

GOLD sponsors: Sponsors:

Financial Account alias

For quick data entry if you have large account strings Financial  Cards  Account Maintenance

  • Enter Alias (ie: Cash for bank account)
  • When entering a transaction
  • Click on blue expansion arrow beside Account and type in the Alias you created
slide-27
SLIDE 27

9th Annual BDO Connections Conference

27

GOLD sponsors: Sponsors:

Financial Mass modify accounts

Quickly copy a range of accounts Financial  Cards  Mass Modify

  • Enter Copy in Modify field
  • Enter account range
  • Enter new account mask (ie: ???-????-01 for a new department 01)
  • Click on Modify
slide-28
SLIDE 28

9th Annual BDO Connections Conference

28

GOLD sponsors: Sponsors:

50 Tips & Tricks in 60 Minutes Fixed Assets

  • Speed entry by auto numbering fixed assets
  • View fixed asset accounts in a SmartList
  • Manage assets with intercompany transfers
slide-29
SLIDE 29

9th Annual BDO Connections Conference

29

GOLD sponsors: Sponsors:

Fixed Assets Speed entry by auto numbering fixed assets

Allow GP to generate your asset numbers for you Financial  Setup  Fixed Assets  Company

slide-30
SLIDE 30

9th Annual BDO Connections Conference

30

GOLD sponsors: Sponsors:

Fixed Assets View fixed asset accounts in a SmartList

A quick and easy way to verify your Fixed Asset accounts is through an “out-of-the- box” SmartList Microsoft Dynamics GP  Smartlist  Fixed Assets  Fixed Assets

  • Add in any columns that have the word Account in brackets at the end of their

names and save as a favourite

slide-31
SLIDE 31

9th Annual BDO Connections Conference

31

GOLD sponsors: Sponsors:

Fixed Assets Manage assets with intercompany transfers

Transferring assets from one company to another is now easy. GP2013 will take care of the retirement and setup of the assets on both ends. Financial  Transaction  Fixed Assets  Intercompany Transfer

  • Select the destination company and the type of transfer
slide-32
SLIDE 32

9th Annual BDO Connections Conference

32

GOLD sponsors: Sponsors:

50 Tips & Tricks in 60 Minutes Purchasing

  • Speed entry with vendor default accounts
  • Fix issues by reprinting AP remittances
  • Email EFT remittances for speedy payments
  • Make it easier to trace cash payments
  • Control receiving with new tolerances
slide-33
SLIDE 33

9th Annual BDO Connections Conference

33

GOLD sponsors: Sponsors:

Purchasing Speed entry with vendor default accounts

Vendor default accounts can save a lot of time in your day to day payables

  • routines. You can add multiple purchasing accounts that can, or not, default on

your transactions. Purchasing  Cards  Vendor Accounts

  • Enter default Purchase account
  • If more are require, click on the ellipses button (…) and enter them in the

window that pops up

slide-34
SLIDE 34

9th Annual BDO Connections Conference

34

GOLD sponsors: Sponsors:

Purchasing Fix issues by reprinting AP remittances

Reprinting your AP remittances and cheque stubs is now possible. Purchasing  Inquiry  Transaction by Vendor

  • Select Vendor
  • Select and drill down into the payment and you will find a button at the bottom

right

slide-35
SLIDE 35

9th Annual BDO Connections Conference

35

GOLD sponsors: Sponsors:

Purchasing Email EFT remittances for speedy payments

EFT remittances are available to be sent via email, along with PO’s, Invoices and

  • ther numerous documents.

Email setup and configuration is required

slide-36
SLIDE 36

9th Annual BDO Connections Conference

36

GOLD sponsors: Sponsors:

Purchasing Make it easier to trace cash payments

Give your cash payments a unique document number Purchasing  Transactions  Transaction Entry

  • Enter a cash amount
  • When tabbing off that field, a new window pops open
  • Override the CASH document number with a unique number before saving and

posting the transaction

slide-37
SLIDE 37

9th Annual BDO Connections Conference

37

GOLD sponsors: Sponsors:

Purchasing Control receiving with new tolerances

Put in more control on your receiving by entering quantity tolerances Purchasing  Setup  Purchase Order Processing

  • Enter Shortage and Overage percentages
slide-38
SLIDE 38

9th Annual BDO Connections Conference

38

GOLD sponsors: Sponsors:

50 Tips & Tricks in 60 Minutes Sales

  • Refund cheques
  • Control AR write-offs with a password
  • Control sales voids with a password too
  • Let GP suggest related sales items
  • Safely send Word documents with passwords
  • Reprint posting journals
slide-39
SLIDE 39

9th Annual BDO Connections Conference

39

GOLD sponsors: Sponsors:

Sales Refund cheques

GP gives the ability to print a cheque for a customer that has a credit balance Sales  Transactions  Refund Cheques

  • Create Payables Batch
  • Select one customer or range
  • If required, create Vendor from Customer
  • Process
slide-40
SLIDE 40

9th Annual BDO Connections Conference

40

GOLD sponsors: Sponsors:

Sales Control AR write-offs with a password

Control what can be written off with an entry Sales  Setup  Receivables

  • Enter password in Exceed Maximum Writeoffs field
slide-41
SLIDE 41

9th Annual BDO Connections Conference

41

GOLD sponsors: Sponsors:

Sales Control sales voids with a password too

Sales  Setup  Sales Order Processing  Sales Document Setup

  • Select invoice ID
  • Select Void Invoice Documents and enter password
slide-42
SLIDE 42

9th Annual BDO Connections Conference

42

GOLD sponsors: Sponsors:

Sales Let GP suggest related sales items

When selling an item, GP can suggest a related item Inventory  Card  Item  Suggested Items

  • Enter suggested item number and quantity
slide-43
SLIDE 43

9th Annual BDO Connections Conference

43

GOLD sponsors: Sponsors:

Sales Safely send Word documents with passwords

Control who can edit Word documents that have been sent Administration  Setup  System  System Preferences

  • Select Protect .dox attachments with a password
  • Enter password or allow auto generate
slide-44
SLIDE 44

9th Annual BDO Connections Conference

44

GOLD sponsors: Sponsors:

Sales Reprint posting journals

Posting journals can be reprinted for all modules Module  Reports  Posting Journals For Finance: Finance  Reports  Cross Reference report

slide-45
SLIDE 45

9th Annual BDO Connections Conference

45

GOLD sponsors: Sponsors:

50 Tips & Tricks in 60 Minutes Inventory

  • Speed inventory reconciliation maintenance with PSTL
slide-46
SLIDE 46

9th Annual BDO Connections Conference

46

GOLD sponsors: Sponsors:

Inventory Speed inventory reconciliation with PSTL

Reconciling inventory through PSTL drastically speeds the process up because it

  • nly reconciles the items that need reconciling

PSTL  Inventory Tools  Item Reconciler

slide-47
SLIDE 47

9th Annual BDO Connections Conference

47

GOLD sponsors: Sponsors:

50 Tips & Tricks in 60 Minutes Canadian Payroll

  • Checklists
  • Voiding payments
  • ROE
  • Canada Savings Bonds
  • Setup reports
  • Detail adjustments
  • Extra pay runs
slide-48
SLIDE 48

9th Annual BDO Connections Conference

48

GOLD sponsors: Sponsors:

Canadian Payroll Checklists

Build yourself a checklist to make payroll processing a breeze HR & Payroll  Routines  Checklists

  • Enter the tasks, one by one
slide-49
SLIDE 49

9th Annual BDO Connections Conference

49

GOLD sponsors: Sponsors:

Canadian Payroll Voiding payments

Made a mistake and didn’t realize until after you’ve posted? Fix it with the click of a few buttons HR & Payroll  Utilities  Void Payment

  • Select payment type
  • Select Employee and payment line
slide-50
SLIDE 50

9th Annual BDO Connections Conference

50

GOLD sponsors: Sponsors:

Canadian Payroll ROE

Make ROE’s painless by generating directly from Canadian Payroll – all of your dates and amounts are populated for you HR & Payroll  Routines  ROE Creation

slide-51
SLIDE 51

9th Annual BDO Connections Conference

51

GOLD sponsors: Sponsors:

Canadian Payroll Canada Savings Bonds

Make ROE’s painless by generating directly from Canadian Payroll – all of your dates and amounts are populated for you HR & Payroll  Routines  ROE Creation

slide-52
SLIDE 52

9th Annual BDO Connections Conference

52

GOLD sponsors: Sponsors:

Canadian Payroll Setup reports

A quick glance at which employees have which paycodes, which department and employee is assigned to, and much more setup information. HR & Payroll  Reports  Setup Reports

slide-53
SLIDE 53

9th Annual BDO Connections Conference

53

GOLD sponsors: Sponsors:

Canadian Payroll Detail adjustments

If you need to adjust CPP, EI or Tax for a Bonus or Quarterly pay run – it’s an easy override HR & Payroll  Transactions  Payroll  Adjustments  Detail Adjustments

slide-54
SLIDE 54

9th Annual BDO Connections Conference

54

GOLD sponsors: Sponsors:

Canadian Payroll Extra pay runs

When running an extra batch that falls outside of your regular weekly, biweekly batches, for example a Bonus or Severance batch, you can opt to not calculate the CPP/QPP exemption for that pay. HR & Payroll  Transactions  Payroll Batches  Options

slide-55
SLIDE 55

9th Annual BDO Connections Conference

55

GOLD sponsors: Sponsors:

50 Tips & Tricks in 60 Minutes Reporting

  • Understand SmartList Excel export changes
  • Hide the SmartList pane for more room
  • Business Analyzer
  • SmartList Designer
  • SmartList options
  • SLB display by Display Name
slide-56
SLIDE 56

9th Annual BDO Connections Conference

56

GOLD sponsors: Sponsors:

Reporting Understand SmartList Excel export changes

In GP2013, exporting SmartLists to Excel has sped up drastically. The data is pulling directly through SQL rather than running from GP and due to this, the formatting in Excel is slightly different and all 5 decimal places are pulled in.

slide-57
SLIDE 57

9th Annual BDO Connections Conference

57

GOLD sponsors: Sponsors:

Reporting Hide the SmartList pane for more room

Hide the SmartList pane to view more of your report. Microsoft Dynamics GP  SmartList  Little < sign at the top right of the first column You can also increase and decrease the width of the pane by right clicking on the vertical separator line.

slide-58
SLIDE 58

9th Annual BDO Connections Conference

58

GOLD sponsors: Sponsors:

Reporting Business Analyzer

Located on your home page and gives you the ability to view GP information in a dashboard format.

slide-59
SLIDE 59

9th Annual BDO Connections Conference

59

GOLD sponsors: Sponsors:

Reporting SmartList Designer

Allows you to take any SmartList and make it even smarter by allowing you to add additional tables from other modules and third parties Microsoft Dynamics GP  SmartList  New

slide-60
SLIDE 60

9th Annual BDO Connections Conference

60

GOLD sponsors: Sponsors:

Reporting SmartList options

Save time by setting up your SmartList parameters for all SmartLists Administration  Setup  System  SmartList Options

slide-61
SLIDE 61

9th Annual BDO Connections Conference

61

GOLD sponsors: Sponsors:

Reporting SmartList Builder by display name

Changing the default view to Display Name allows you to quicky and easily find the fields you are looking for Microsoft Dynamics GP  Tools  SmartList Builder  SmartList Builder

  • Click on blue tool bar above the fields
  • Select By Display Name
slide-62
SLIDE 62

9th Annual BDO Connections Conference

62

GOLD sponsors: Sponsors:

THANK YOU

JIM LAWRANCE Senior Consultant jlawrance@bdo.ca Mobile: 519-573-0655 AGNIESZKA PARENT Senior Consultant aparent@bdo.ca Mobile: 905-515-3485