T IP #1 ( CONTINUED ) Open the Account Rollup Inquiry window. - - PowerPoint PPT Presentation

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T IP #1 ( CONTINUED ) Open the Account Rollup Inquiry window. - - PowerPoint PPT Presentation

Jul 22, 2023 235 likes •610 views

GP T IPS AND T RICKS Amber J. Bell Training and Implementation Specialist amberb@calszone.com T IP #1: R OLLUP A CCOUNT I NQUIRY Use this inquiry to view totals for several GL accounts added together. Create several columns to compare data.

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GP TIPS AND TRICKS

Amber J. Bell Training and Implementation Specialist amberb@calszone.com

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TIP #1: ROLLUP ACCOUNT INQUIRY

  • Use this inquiry to view totals for several GL accounts

added together. Create several columns to compare data.

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TIP #1 (CONTINUED)

  • Open the Account Rollup Inquiry window.

– (Inquiry >> Financial >> Account Rollup)

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TIP #1 (CONTINUED)

  • Choose Modify to open the Account Rollup Inquiry Options

window.

  • Enter a name for the option you are creating.
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TIP #1 (CONTINUED)

  • Select the segment you want to use to sort the information.
  • Select the number of columns of information you want to

display.

  • For each column of information, enter the column heading

you want to use, and the type of information you want to display.

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TIP #1 (CONTINUED)

  • A calculated column must follow the columns it is performing

its operations on.

  • Enter restrictions to define the segment ranges you want to

create this inquiry option for. You can set up multiple ranges for a single segment.

  • Choose Save to save the account rollup inquiry option.
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TIP #1: DEMO

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TIP #2: CORRECTING GL ENTRIES FOR ITEMS ORIGINATING IN THE SUBLEDGER

  • This tip requires a little caution. However, if

you use it correctly it is a great timesaver and will help you have a nice audit trail for changes made to a transaction that originated in a different module.

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  • If you need to adjust the dollar amount, or date
  • f the transaction, do not use this feature.
  • Also, this will not update Customer, Vendor,

Inventory, etc. history.

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TIP #2: SCENARIO

  • 6 months ago you entered and posted an

invoice transaction in Payables Management.

– You distributed the transaction to your AP account and to the Office Supply Account for your Customer Service Department. – When researching another issue, you see that this should have been expensed to the Sales Department and you would like to correct.

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TIP #2: YOUR OPTIONS

  • Option 1: Void and re-enter the transaction.

– Pro’s: Complete connection between Payables and

  • GL. System will create the entries in the GL and

you will be in balance. – Con’s: If you already paid the expense, you would be forced to void the payment first, then re-enter the invoice and credit off the document. This gets really messy if you have already cleared the transaction through Bank Reconciliation.

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TIP #2: OPTIONS (CONTINUED)

  • Option #2: Journal Entry that credits the

incorrect account and debits the correct account.

– Pro’s: Relatively easy. – Con’s: No Audit Trail created by GP.

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TIP #2: OPTIONS (CONTINUED)

  • Option #3: Enable “Voiding/Correcting Subsidiary

Transactions” in the GL Setup Screen.

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TIP #2 (CONTINUED)

  • Pro’s

– Easy and Fast – System Creates link between original Journal Entry and Correcting Entry

  • Con’s

– Subledger does not get updated. – If you change the date or the dollar amount of the new Journal Entry, the GL will not balance with the Subledger.

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TIP #2 (CONTINUED)

  • This is a great feature…just be careful as it is very powerful. If

you have been just entering Journal Entries, this might be a better option for you. Please check with your CFO, or Controller, or Accounting Manager before making this change.

  • It might be a good idea to keep this unchecked and just allow

someone with setup rights to make the change on a temporary basis when this needs to be done.

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TIP #3: AR MONTH-END CLOSE CHECKLIST

  • Why should you use the Checklist for AR Month End?

– Items do not age automatically. – Items do not get moved to History automatically.

I know what I will do, I will tie this string around my finger. Then I won’t forget to age my AR before I make my Collection calls….

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TIP #3 DEMO

  • Sales>>Routines>>Checklists
  • Easy to customize.
  • Lists User ID, Date, and Time Task was Completed.
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TIP #4: USING TEMPORARY VENDORS

  • “Active” type vendors cannot be deleted if they

have history.

  • “Temporary” Vendors can be deleted

– If they have a $0.00 balance and… – No unposted or open transactions and… – Are not assigned to Inventory Items.

  • This is a great feature for doing Refunds and is

actually part of the functionality used if you use the GP Refund Module.

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TIP #4: OPTION 1

  • When you are creating the vendor, make the

status “Temporary”.

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TIP #4: OPTION 2

  • When you are entering the AP Invoice and you

are in the Vendor ID field, click Options>>Temporary Vendor or Ctrl+T

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TIP #4: OPTION 2 (CONTINUED)

  • Note: The Vendor ID used will be based on the

your Payables Setup>>Options screen.

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TIP #4 – MORE INFO

  • Once you delete a Vendor, you will not be able to

run a report by that vendor. They will not show in Inquiry Windows!!

  • Before deleting Vendors, get approval and do a
  • backup. There is no “Undo” for this feature.
  • You can change old, unused $0 balance, no

activity “Active” Vendors to “Temporary” if you want to delete them.

  • It is a great tool for clean up, just please be

careful with this feature!

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YOU ARE NOT ALONE!!

(IN THE GP COMMUNITY…NO ONE IS AN ISLAND)

  • There are over 41,000 Microsoft Dynamics GP customers worldwide.

(Worldwide there are 300,000 Dynamics customers and 10,000 partners)

Source: http://www.erpsoftwareblog.com

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TIP #5 – CUSTOMERSOURCE FREE TRAINING

  • If you have never logged into CustomerSource,

talk to us TODAY. We can help you get set up.

  • If you do not have time to talk today, write

“Set Me Up in CustomerSource” on your event evaluation!!

  • Write this down:

https://mbs.microsoft.com/customersource

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TIP #5 (CONTINUED)

  • Great for new users!
  • Makes the onsite customized CAL training more effective!
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TIP #6: JOIN THE MS DYNAMICS USER COMMUNITY

  • https://community.dynamics.com/Default.aspx
  • You can also go to a role-tailored Community Site. For example:

https://community.dynamics.com/finance/home.aspx

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TIP #7: COPYING INVENTORY ITEMS

  • If you have items that are very similar, it is easier to copy them
  • vs. using just the item class because you will also copy:

– Pricing – Vendors – Sites

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TIP #7 (CONTINUED)

  • After typing in the new item number, click copy.
  • After you copy the item, you can edit the Description, cost,

etc.

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TIP #8: ADDING ON PRODUCTS TO GP? INVEST WISELY AND DO YOUR RESEARCH…

  • There are hundreds if not thousands of products

that you can add onto your GP system.

  • Make sure the product has a good record and will

upgrade easily.

  • Checkout: http://www.isv-central.com/
  • Talk to the representatives in our ISV area today.
  • Call CAL. Let us help you do the research!!
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WE LOVE OUR ISV SPONSORS!!

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WE ALSO LOVE OUR OTHER SPONSORS

Wow!! I can’t believe how much time and money I am saving!!

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TIP #9: USE REPORT GROUPS

  • Do you have to send out separate versions of the Aged Trial Balance

each month?

  • Create a Report Group and it will run the reports as one job.
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TIP #9: CREATING THE REPORT GROUP

  • Insert the reports into the Group Members section.
  • Click Save
  • Add Name
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TIP #10: USE WHAT YOU’VE GOT

  • Depending on your licensing plan, many modules of GP are now

free for you to add-on.

  • Even older customers might not be using the Bank Reconciliation
  • feature. Let us help you get caught up!!
  • If you haven’t asked us what you have access to lately, give us a

call!!

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TIP #11: FREE SMARTLIST BUILDER TEMPLATES

  • Click here for the link (you will need to log into

CustomerSource).

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TIP #12: NAME YOUR TOOLBAR ITEMS

  • Right Click over the toolbar
  • Click Customize
  • Select: Image and Text.
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Thank nk you u for attend nding ing my sessi sion.

  • n.

Plea ease se write nice commen ments s on your ur evaluat uation!! ion!!