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Working With Sales Process Holds In Dynamics GP 2010

Date: September 27, 2011

What is a process hold? A process hold is a customizable hold that you can place on a document in Sales Order Processing to prevent it from “advancing”—printing, posting, transferring or being fulfilled. Process holds can be set up quite easily from the Sales Page.

In this webinar, Christina Phillips, BKD supervising consultant shows Dynamics GP users how to set up sales process holds in Dynamics GP 2010.


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Working With Sales Process Holds In Dynamics GP 2010

October 7, 2011 · Christina Phillips · No Comments
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Securing Dynamics GP to Fit Your Business Needs

Date: September 22, 2011

Securing your Dynamics GP application means giving users access to the functionality they need while restricting access to functions they don’t.

In this webinar, Charles Allen, BKD managing consultant demonstrated how to properly secure Dynamics GP to fit your organization and various ways to secure your environment to meet user needs and organizational goals.



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Securing Dynamics GP to Fit Your Business Needs

October 7, 2011 · Charles Allen · No Comments
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Deferring Revenue and Expense in Dynamics GP

Do you have a need to defer revenue or expenses by document or by a lump sum amount? If so, Revenue and Expense Deferrals (RED) may work for you. RED is included in Business Ready Licensing for Microsoft Dynamics GP, so you may already have the licensing for it.  (If you are a BKD client contact if you are unsure of your licensing model, otherwise contact your Microsoft Partner).  Keep in mind that although RED may be included in your current licensing, the installation of it as an additional product may be necessary.

RED is fairly easy to configure, there is one primary setup screen to complete.

Deferral Setup Window

Financial Page | Setup | Deferral

The options specified in this window impact how the deferrals will function. Note the deferral transactions created will use the ALTRN source document code to identify them in the General Ledger. For a detailed explanation of each of these options, click the Help icon in the bottom left corner of the window to access context-sensitive help for this window. We’ll focus on two of the key settings highlighted in the middle of this window—Sales Series Posting Method and Purchasing Series Posting Method—and discuss the two available options, Balance Sheet and Profit/Loss.

If you use the Balance Sheet posting method, there will be two accounts involved in the deferral:  the deferral account, e.g., Deferred Revenue or Expense and the recognition account, e.g., Recognized Revenue or Expense. Let’s walk through an example:

  1. Enter a receivables transaction using the Deferred Revenue account for the credit distribution.
  2. Apply a deferral to the Deferred Revenue credit distribution.
  3. Entries are then created, according to the deferral, to debit the Deferred Revenue account and credit the Recognized Revenue account in order to recognize the deferred revenue.

One key point to emphasize here:  The transaction is posted to the Deferred Revenue or Expense account directly; the deferral then creates entries to recognize the revenue or expense over time (debit Deferred Revenue or Expense, credit Recognized Revenue or Expense).

The second method is more involved, as there will be five accounts involved in the deferral. Some of the accounts can be the same, but they can also all be different. The five accounts involved included:

  1. Profit and loss (P&L) account used for the original posting of the credit (revenue) or debit (expense)
  2. P&L account used when a deferral is applied to offset the original posting (this could be the same as Account No. 1 or different)
  3. Balance Sheet account used for the deferred amount, typically Deferred Revenue or Expense (this is the offset to Account No. 2)
  4. Balance Sheet account used when a deferral is recognized (this could be the same as Account No. 3 or different)
  5. P&L account used when a deferral is recognized, typically Recognized Revenue or Expense (this is the offset to Account No. 4 and could be the same as Account No. 1 or Account No. 2)

Let’s walk through an example:

  1. Enter a receivables transaction, and use a revenue (P&L) account for the credit distribution (Account No. 1).
  2. Apply a deferral to the revenue (P&L) credit distribution.
  3. Two types of entries are created, according to the deferral:
    • An entry to move the balance by debiting the revenue (P&L) account (Account No. 2) and crediting the Deferred Revenue account (Account No. 3)
    • Entries to recognize the deferred revenue by debiting a Deferred Revenue account (Account No. 4) and crediting the Recognized Revenue account (Account No. 5)

In this scenario, the transaction is posted to a Revenue or Expense account initially. The deferral creates the entry to move it out to Deferred Revenue or Expense, as well as the entries to recognize the revenue or expense over time.

The posting method you pick is dependent on several things:

  • Do the users entering transactions know to defer the revenue or expense? If so, Balance Sheet may be the easier method. But if they don’t know, the Profit and Loss method would allow them to enter the transaction using their standard revenue or expense account and then someone else could apply the deferral.
  • Do you want the visibility that a deferral has been applied? If so, Profit and Loss may be a better method for you as it provides visibility not only when the revenue or expense is recognized, but also when the deferral is applied (and the corresponding amount is moved to Deferred Revenue or Expense).

Once you have completed the Deferral Setup window, you are ready to enter a deferral. Simply navigate to the transaction you wish to defer. Currently, RED supports the following modules:

  • General Ledger
  • Receivables Management
  • Payables Management
  • Sales Order Processing
  • Purchase Order Processing
  • Invoicing

In my example, I have entered a payables management transaction, using the Purchasing Page | Transactions | Transaction Entry. I then clicked on the Distributions button to open the Payables Transaction Distribution Entry window.

From the distribution window, click on the distribution to defer. In the example above, the PURCH (Expense) line is selected. Then from the Additional menu, select Deferral.

Deferral Entry window

Accessed from the distribution window by using the Additional menu and selecting Deferral

The Start of Period and Deferral Account will default from the transaction (we are using the Balance Sheet posting method, so we used the Deferred Expense account on our transaction). The Amount to Apportion will default to the full distribution amount, although it can be edited to be less. Specify the End of Period, the Method (to determine how much is allocated per period) and the Cost Recognition account. The bottom portion of the window should then populate with the deferral schedule. If it doesn’t, or if you make a change that would impact the schedule, click Recalculate to reset the schedule.

You can edit the GL Posting Dates, Descriptions and Amounts displayed for the deferral schedule to further customize the deferral to meet your needs. If you chose an Amount to Apportion less than the distribution itself, you can click the Save Account button to save the deferral and enter a second deferral for the remaining portion. Then click OK to return to the distribution window to continue with transaction entry.

Documents with revenue and expense deferrals post in the same manner but create additional deferral transactions per the schedule you enter. These additional journal entries will be reflected on the General Posting Journal (printed when the entries post to the General Ledger):

This post dealt with manually entering deferral information. We should note RED also allows you to set up Deferral Profiles (Financial Page | Setup | Deferral Profiles) to apply standard deferral schedules to documents using the Additional menu and selecting Deferral Profile from the distribution window.

If you need to defer by line item, you might check out Binary Stream’s Advanced Revenue and Expense Deferrals product.

For assistance with Revenue and Expense Deferrals for Microsoft Dynamics GP, or to discuss Binary Stream’s Advanced Revenue and Expense Deferrals product, contact BKD’s Microsoft Dynamics GP Support Center at

Deferring Revenue and Expense in Dynamics GP

October 5, 2011 · Christina Phillips · No Comments
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Creating Test Environments for Dynamics GP

In many situations, including ongoing environments, it’s necessary to test Dynamics GP. You may want to test configurations, customizations, new processes or numerous other items. However, you don’t want to hurt yourself by changing your live environment and making changes from which you cannot easily recover. This article will offer some methods for creating test environments.


The sample company provides a set of data usable for a variety of purposes. The good news:  It may already exist on your system, as it is frequently created when Dynamics GP is implemented. Therefore, getting access may be a matter of security rather than some of the tasks involved with other test environments, which we’ll discuss later.

Because Fabrikam already has data, it is a good place to test and learn the system because you don’t have to perform any configuration; the configuration has been done for you. If new users need to learn the basics of entering vouchers, for example, they can use a training guide or user guide to practice entering data.

Another advantage of Fabrikam is the ability for you to install modules from Microsoft and other companies for testing without the need for registration keys.  For example, to test a module such as Mekorma MICR, you can install it in Fabrikam. You’re then able to learn the module without affecting the live environment. Should you decide not to use Mekorma MICR, you can simply uninstall it and recreate the sample company data—a function in Dynamics GP Utilities—to return to a fresh set of data.

One other function of Fabrikam is the ability to restore a copy of live data over it. By restoring a copy of live data on top of Fabrikam, you can still test software without registration keys or learn the software using your own data; the company is still treated as a sample company by the system.

One disadvantage of this company is any modules requiring Dynamics GP Utilities to create tables will affect all live companies. If you aren’t sure you’re going to keep that module, you may not want to update all of your companies with new tables, views, etc.

You can always refresh the Fabrikam company by launching Dynamics GP Utilities and selecting the option to re-add Sample Company Data.

A Test Company

Instead of using Fabrikam, many organizations choose to create a new company database using Dynamics GP Utilities and restore a copy of their live company over the test company. Using this method, you could create a test company for each live company. This provides one or more companies with your data, but for testing purposes.

Note:  When creating test companies, make sure you perform the steps outlined in KB 871973.

This method of testing software is one of the most popular. It is frequently used to test software configurations prior to going live. You can then copy configurations and master data to the live database using the Professional Services Tools Library or SQL scripts.

This test environment, however, suffers from the same malady as Fabrikam. Any software that relies on Dynamics GP utilities for implementation will affect all live companies. However, it is a very good environment for testing processes and configuration of modules to be used.

Separate SQL Server Instance

Installing a separate instance of SQL Server enables you to set up all databases in a separate environment on your SQL Server machine. You can copy your DYNAMICS and other databases to this separate instance.

To connect to the separate instance will require one or two items on the workstations:

  1. You’ll need a new ODBC DSN to point to the separate instance. Create the DSN just like the one you have for the live environment, but with an obvious name. When the user gets to the login window, he or she can select the new ODBC DSN from the server drop-down list.
  2. You may need to install another instance of GP on the workstation. If you’re planning to test new modules or updates for the test instance, you won’t want to update the GP installation that uses the production instance of SQL Server. You can install multiple instances of Dynamics GP on your machine. Each one will have a name. You could create an icon on the desktop and name it TEST or something similar.

This type of test environment can be useful when you need a completely separate environment but don’t have the hardware or means to use a virtual environment.

Physical Test Machine

If  the resources are available, creating a completely isolated test environment on a separate machine can provide a great way to test new versions, processes, configurations, service packs and other changes. Users can log into the machine and use Dynamics GP on it. You can also install another instance of Dynamics GP on your users’ machines, as discussed above, and let them connect to the test machine.

Virtual Environment

This environment is becoming more popular for live environments as well as test environments. Many companies are choosing to do away with racks of servers in favor of a few more powerful servers running virtual machines. Each machine acts like a physical machine but is contained in one or more files. An application such as Hyper-V or VMW is used to open the files and enable users to connect and use them.

While tools like Hyper-V and some VMWare editions can be costly and require a lot of setup, there are free tools available for download and use. The tools would not provide a good production environment but they do provide a great test environment.

Microsoft’s Virtual PC and VMWare’s Player are examples of free applications. In a recent situation, we used VMWare Workstation, a $200 application, to create a virtual environment running Windows Server 2003, SQL Server 2005 and Dynamics GP 2010. The client wanted to test the upgrade from 10 to 2010 to ensure the data would upgrade and reports and integrations would work. We were able to install Dynamics GP 2010 on a workstation and connect and use Dynamics GP data in the virtual environment.

We’ve presented a number of options and reasons for creating test environments for Dynamics GP. A number of these options are free or you already own them. Some options, while not free, still provide you an environment that can save you money in the long run. By testing the system, you can be more sure of your choices.

For more information on how to create a test environment, contact BKD’s Microsoft Dynamics GP Support Center.

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Creating Test Environments for Dynamics GP

October 3, 2011 · Charles Allen · No Comments
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Copying Report Writer Report Packages

Microsoft Dynamics GP Report Writer allows you to have one modified version of each report per dictionary, allowing you to print the modified version of the report in place of the original report.

To access Report Writer, navigate to Microsoft Dynamics GP menu | Tools | Customize | Report Writer. You will be asked which product dictionary you want to work with; select the dictionary and click “OK.” Once you are in Report Writer, you can click “Reports” to open the Report Writer window, as pictured below.

In the Report Writer window, all of the reports available in the selected dictionary appear on the left-hand side. These are the unmodified original reports. If you want to modify a report, choose either “Insert” or “Copy.” If you click Insert, the created report will appear under Modified Reports. A report modified using the Insert button is considered a primary copy of the report and can be printed in place of the original report. Security to these modified reports is controlled through Administration Page | Setup | System | Alternate/Modified Forms and Reports ID.

However, if you click “Copy” instead…

You will be prompted to enter a New Report name. The report is then created as a secondary copy of the report in the Modified Reports list. These reports do not print in place of the original report. Instead, these reports print from Reports | Customized in Microsoft Dynamics GP. For this reason, these reports do not use report options to define criteria for printing the report and therefore have to have all criteria built in to the report in Report Writer. Also, security for customized reports is controlled through the role and task assignments for users (Administration Page | Setup | System | Security Tasks, Security Roles, and User Security).

Now to get to the reason for this post. There are occasions where you might need to copy a modified report. For example, let’s say you’ve modified the SOP Blank Invoice Form and want the SOP Other Invoice Form to look the same.

Users often will spot the “Copy” or “Duplicate” buttons and think these may help them. Unfortunately, as discussed above, “Copy” does not create reports that can be printed in place of the standard report. “Duplicate” works in the same manner—it allows you to create a secondary copy of a modified report, which then must be printed from Reports | Customized in Dynamics GP.

However, there is a way to copy a report that allows both to be printed in place of their original versions. Let’s go back to the SOP Blank Invoice and SOP Other Invoice example. First, you need to export the modified version of the SOP Blank Invoice through Microsoft Dynamics GP menu | Tools | Customize | Customization Maintenance.

Next, although you haven’t modified the SOP Other Invoice Form, you will still want to create a modified version of it by clicking “Insert” in Report Writer.

Then export the package file for it using Microsoft Dynamics GP menu | Tools | Customize | Customization Maintenance.

You now should have two package files—one containing the modified version of your SOP Blank Invoice and another containing the SOP Other Invoice (with no real modifications yet). Next, open the package file for the SOP Blank Invoice in Notepad.

Using Shift-Click, highlight everything between Report “SOP Blank Invoice Form” and the closing .

Then choose Edit | Copy to copy the selected portion to the clipboard. Next, open up the SOP Other Invoice package file using Notepad. Replace the exact same section that you copied, starting after Report “SOP Other Invoice Form.”

Replace up to the closing .

Now you can re-import the SOP Other Invoice package through Microsoft Dynamics GP menu | Tools | Customize | Customization Maintenance by choosing “Import.”

Keep in mind, you can only import when all other users are out of Dynamics GP. Also, it will show that you are overwriting the SOP Other Invoice. This is fine, because as you might recall, we created the modified version earlier in order to be able to export it.

Once you are able to successfully import the modified SOP Other Invoice Form, it will have the same fields, formatting and calculations as the SOP Blank Invoice Form that you copied from.

If you need assistance with copying reports or have any questions about this process, please contact our Microsoft Dynamics GP support center at

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Copying Report Writer Report Packages

September 20, 2011 · Christina Phillips · No Comments
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Streamlining Sales Processes with Process Holds

It seems that “workflow” is a popular buzzword. Everyone wants it, some really need it and no one seems to define it the same way

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Streamlining Sales Processes with Process Holds

September 14, 2011 · Christina Phillips · No Comments
Tags: , , , , , , , , , , ,  · Posted in: Blogs I Follow Total Views: 328

Scheduling, Scheduling, Scheduling Payments in Dynamics GP

Scheduled payments are not used extensively in Microsoft Dynamics GP , but they can be quite helpful if you need to record scheduled invoices to post over time. If you want to pay off an invoice in installments, in payables management, or if you have negotiated with a customer to allow them to pay a large bill over time, scheduled payments can be helpful.

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Scheduling, Scheduling, Scheduling Payments in Dynamics GP

August 31, 2011 · Christina Phillips · No Comments
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