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SQL view for Dynamics GP vendors with last activity date

I have seen many requests recently for a way to see what Dynamics GP vendors have had no recent activity. Since ‘recent’ can mean different things, I thought I would put together a view that shows the last activity date for each vendor. Once you have this you can easily filter for whatever date range you …

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SQL view for Dynamics GP vendors with last activity date

July 17, 2014 · Victoria Yudin · No Comments
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SQL view for Dynamics GP open year GL trial balance with month end balances

Based on a reader’s request, I have created a variation on my SQL view for Dynamics GP open year GL trial balance. This version will show you the month end balances instead of the net change for each month. Here is a sample of the results (please click on the image to see it bigger): …

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SQL view for Dynamics GP open year GL trial balance with month end balances

July 9, 2014 · Victoria Yudin · No Comments
Tags: , , , , , , ,  · Posted in: Blogs I Follow Total Views: 585

Dude, where’s my ‘Go To’ button?

Okay, so I’m playing around with GP 2013 R2, getting familiar with some of the cool new features in it.  I like to be on the leading edge of things.  I leave the bleeding-edge stuff to Polino.
I created a new SmartList in SmartList Builder and wanted to add a ‘Go To’ to my new SmartList but could not find the Go To button anywhere.  I looked high and low to see if it had been hidden under one of the other button menus.  I checked the SmartList Builder Help file and it said the button should be there in the ribbon with all the other buttons.  But yet, no Go To button.

So, after querying my smarter-than-me colleagues at IBIS, Inc, Ms. Kelsey Andrich pointed me in the right direction.  There’s a new option in the User Preferences window called ‘Window Command Display’.  Sounds very commanding.  The default setting is ‘Action Pane’ which gives you the big pretty buttons on the ribbon.  Problem is, only the 3rd option in the drop down list – Menu Bar – allows the Go To button in SmartList Builder to display.  Not such a big deal, but kind of obscure and confusing.

 I changed my Window Command Bar setting to Menu Bar and voila!

Thanks, Kelsey, for this eye-opening tip!

Caveat:  this is a global setting and will affect the ribbon appearance of every GP window.

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Dude, where’s my ‘Go To’ button?

June 9, 2014 · Frank Hamelly MCP-GP MCT MVP · No Comments
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Rearrange your Area Pages

GP 2013 introduced additional ways to customize how your area pages are arranged.  I wasn’t real fond of the arrangement in my test system, so I arranged them as in the following screenshot:

With this arrangement, I can easily see all the menu categories.  To make a specific category appear in the expanded mode, click on the little square icon in the upper right corner of each window.  Additionally, I went through each module and arranged the menu categories so they all fall in the same sequence.
The key to creating this type of arrangement is selecting the desired ‘Column Stack‘ selection in the Customize Home Page window (Home Page>>Customize this page . . . ).  Selecting ‘Bottom’ places the minimized windows at the bottom, ‘Top‘ would place them at the top, etc.
This should make navigating the menus even simpler than before.

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Rearrange your Area Pages

May 27, 2014 · Frank Hamelly MCP-GP MCT MVP · No Comments
Tags: , , , , , , , , ,  · Posted in: Blogs I Follow Total Views: 154

Vendor Posting Accounts

This article was prepared to be used as an aid in setting up Vendor posting

accounts.  Purchasing Series > Cards > Vendor (Accounts Button) clip_image002 

Under Purchases ellipses button (circled above) clip_image004 

About Vendor Accounts The accounts entered on a vendor card are used to default on to a transaction. Cash is always defaulted from the Checkbook for this installation. If you do not have an account specified on the Vendor Account Maintenance, the system looks to the company posting account defaults from the Posting Accounts Setup window (below). You will notice that not every account on the Posting Accounts Setup window appears on the Vendor Account Maintenance

window.  Administration Series > Setup > Posting > Posting Accounts clip_image005 

The accounts listed individually on the Vendor Account Maintenance window should not be the same as the accounts on the Posting Accounts Setup. Leave the Vendor Account Maintenance screen blank for otherwise matching accounts.  For instance, if you have one Accounts Payable account, do not enter this account at the vendor level. Enter it at the company level in the Posting Accounts Setup window. The only accounts entered directly to the card are exceptions to any company defaults.  If no default is found at the vendor level or the company level, the transaction account is left blank and the user has to enter the account in order to post the transaction.  I recommend not using a default purchases account at the company level unless it is a suspense account.

 Additional Vendor Accounts These are accounts that can be added as purchase accounts (the debit part of a payable transaction). You can enter an unlimited number of accounts here. Any accounts you mark ‘Default on Trx’ for appear in the transaction distribution window during transaction entry.  No dollar amount will default into these accounts, nor is one required for posting. In other words, you do not have to use each of the accounts that default onto the transaction. If you put an account in the Purchases field on the Vendor Account Maintenance window or the Posting Accounts Setup window, then the full dollar amount of the purchase will default into this account.  When in the distribution window, selecting the lookup button next to the account number field will display a lookup including only the accounts that have been added to the Additional Vendor Accounts window. The full list of accounts is also available, but this shorter list is displayed first. This feature is very helpful if a vendor has several accounts that are used in a single transaction. Good examples of this include employee expense accounts, credit card bills, travel agent fees, hotel bills, et cetera. 

Accounts Payable The default account that Payable amounts for this vendor will be posted to.  DR Purchases CR Accounts Payable 

Terms Discounts Available Terms discounts might be offered to you as an incentive to pay your account balances before the due date. In order to use this account as a default the ‘Track Discounts Available in General Ledger’ must be selected on the Payables Setup window. This is a liability account typically included in the Accounts Payable category.  DR Purchases CR Terms Discount Available CR Accounts Payable

Terms Discount Taken Terms discounts might be offered to you as an incentive to pay your account balances before the due date. In order to use this account as a default the ‘Track Discounts Available in General Ledger’ must be selected on the Payables Setup window. This is typically an income account. DR Accounts Payable  DR Terms Discount Available CR Terms Discount Taken CR Cash

 Finance Charges If finance charges are assessed by your vendor, this is the account that will be debited. This is typically an expense account.  DR Finance Charges CR Accounts Payable 

Purchases This account holds the amount of the purchase made from this vendor. This is typically an expense account, but can also be an asset account (inventory, fixed assets, pre-paids, et cetera). Only use this account if it is used nearly 100% of the time for this particular vendor.  DR Purchases CR Accounts Payable

Trade Discount This account is used when the vendor gives you an amount off of the entire invoice rather than an amount tied to a specific item. This decreases the balance of the invoice. This is typically posted to a expense account or a ‘contra’ expense account. I do not see this used frequently.  DR Purchases CR Trade Discount CR Accounts Payable 

Miscellaneous This account is used for miscellaneous amounts on a vendor invoice like handling charges that you want to track separately from the purchase. This increases the balance due on the invoice and is typically an expense account  DR Miscellaneous CR Accounts Payable 

Freight This account is used to record the amount charged by the vendor for freight. This increases the balance due on the invoice and is typically an expense account.  DR Freight CR Accounts Payable 

Tax This account is used to record the amount of sales tax charged by the vendor. This increases the balance due on the invoice and is typically an expense account. The only time I see this field used is when a company needs to accumulate ‘use’ tax, otherwise the entire amount due the vendor (including tax) is included in the Purchases amount.  DR Tax CR Accounts Payable 

Writeoffs This account is used when you do not pay the full balance owed the vendor and never intend to. The balance due is written off to take it from your accounts payable accounts. This is typically a contra expense account, or a credit to the original account that was debited when the vendor invoice was recorded.  DR Accounts Payable CR Writeoffs

Accrued Purchases This account is used when you receive items from the vendor but have not yet received the vendor’s invoice for the items. It acts as a temporary holding account for what will eventually be the account payable to the vendor. This is typically used in Purchase Order Receipt and is most likely associated with inventory or large purchases that require separate delivery processing. This is typically a liability account included with the Accounts Payable category. The balance is cleared out when the vendor’s invoice is received.  DR Purchases CR Accrued Purchases 

Purchase Price Variance This account is used for the price variance between a shipment unit cost and an invoice unit cost when posting an invoice receipt for a non-inventoried item using the Purchasing Invoice Entry window.  DR Accrued Purchases DR Purchase Price Variance CR Accounts Payable 

For example: a non-inventory item was received at $40

DR Purchases $40

CR Accrued Purchases $40 

the vendor invoiced the item at $45

DR Accrued Purchases $40

DR Purchase Price Variance $5

CR Accounts Payable $45

Until next time!
Leslie

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Vendor Posting Accounts

May 26, 2014 · Leslie Vail · No Comments
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Review of Victoria Yudin’s ‘Microsoft Dynamics GP 2013 Implementation’

Having just reviewed Victoria Yudin’s new book this week I can say ‘wow – what a treasure trove of information’.  You can tell from the very beginning that the book was written by someone who knows implementing GP cold.  A person could literally sit down with SQL Server and GP install media in one hand, this book in the other and install GP in an afternoon with the confidence that it has been installed properly.  But much, much further than that, the book lays out step-by-step instructions on putting together a GP implementation team, project plan, infrastructure, SQL Server and GP configuration, data migration, user training etc., etc.  Every base is covered, along with tips, tricks and traps.
 
If you’re even considering implementing or re-implementing any version of Dynamics GP, this publication is a must have.  You can get it at Packt or any one of the booksellers below in print, ebook, or both.
 
 
 
Another great addition to your GP toolkit.  Way to go Victoria!

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Review of Victoria Yudin’s ‘Microsoft Dynamics GP 2013 Implementation’

January 16, 2014 · Frank Hamelly MCP-GP MCT MVP · No Comments
Tags: , , , , , , , , , ,  · Posted in: Blogs I Follow Total Views: 177

New SmartList Builder features from eOne

As promised, eOne has released new SmartList Builder features as soon as it got the product back from Microsoft. (If you’re not sure what I mean by that, here is a reminder.) I am hoping to test all of this out in the upcoming week, but in the meantime, I am very excited by some of these features, like Table Finder and SQL Scripting!

Check out the eOne blog for more details:

The new features are available for Dynamics GP 2013 SP 2 (build 12.00.1482) or higher. You can download the new SmartList Builder build and manual on the newly redesigned eOne website. By the way, the new website is very nice – kudos to eOne!

Filed under: Dynamics GP, GP 2013, SmartList Builder Tagged: Dynamics GP, featured, GP 2013, SmartList Builder

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New SmartList Builder features from eOne

January 6, 2014 · Victoria Yudin · No Comments
Tags: , , , , , , , ,  · Posted in: Blogs I Follow Total Views: 176