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Microsoft Dynamics GP 2016 Cookbook

Book Description

Over 100 powerful and effective recipes to help you solve real-world Dynamics GP problems

About This Book

  • Switch to Dynamics GP 2016 to take advantage of improved cloud support, workflow enhancements, and a more intuitive user experience

  • Understand the various tips and tricks to master Dynamics GP, and improve your system’s stability in order to enable you to get work done faster

  • Discover how to solve real-world problems in Microsoft Dynamics GP 2016 with easy-to-understand and practical recipes

  • Who This Book Is For

    The book is for Dynamics GP users or Dynamics GP partners. It assumes that you have a basic understanding of business management systems and Microsoft Dynamics GP.

    What You Will Learn

  • Explore the new enhancements in Dynamics GP 2016

  • Personalize Microsoft Dynamics GP to improve accessibility and efficiencies

  • Maintain Dynamics GP and ensure proper operation of the system using optimum processes

  • Efficiently organize Microsoft Dynamics GP to improve processes

  • Leverage the power of SmartLists using proven tips and techniques and undocumented search functionalities

  • Connect Microsoft Dynamics GP 2016 to Microsoft Office 2013

  • Enhance the usability of Microsoft Dynamics GP with hacks

  • Expose the hidden features in Microsoft Dynamics GP to improve efficiency and get more from the system

  • Deploy and use the Support Debugging tool to trace, locate, and resolve problems encountered by users

  • Explore PowerBI and how it can be used with Dynamics GP 2016

  • In Detail

    The latest release of Dynamics GP 2016 offers a powerful, adaptable, and cloud enabled enterprise accounting software solution. The new version has experienced changes in serviced-based architecture, workflow, existing functionalities, and the introduction of plenty of new features. This book will help you get the most out of Dynamics GP quickly and effectively.

    This book picks up where implementation training leaves off. Whether you are new or experienced, you will find useful recipes to improve the way you use and work with Dynamics GP. The book starts with recipes designed to enhance the usefulness of Microsoft Dynamics GP by personalizing the look and feel of the application.

    Most of the recipes are designed to give you tips for a typical installation of Dynamics GP, including core financials and distribution modules. The book then moves through recipes that include automating Dynamics GP to allow users or administrators to focus on value adding tasks, connecting Dynamics GP to Microsoft Office, exposing hidden features in Dynamics GP, PowerBI, and much more!

    Style and approach

    This book follows a recipe-based approach with a problem-solution mind-set. Each recipe is independent of the others; real-world tested, and designed to be used immediately.

    Downloading the example code for this book. You can download the example code files for all Packt books you have purchased from your account at http://www.PacktPub.com. If you purchased this book elsewhere, you can visit http://www.PacktPub.com/support and register to have the code file.

    Table of Contents

    1. Microsoft Dynamics GP 2016 Cookbook
      1. Table of Contents
      2. Microsoft Dynamics GP 2016 Cookbook
      3. Credits
      4. About the Authors
      5. About the Reviewers
      6. www.PacktPub.com
        1. eBooks, discount offers, and more
          1. Why subscribe?
          2. Instant updates on new Packt books
      7. Preface
        1. What this book covers
        2. What you need for this book
        3. Who this book is for
        4. Sections
          1. Getting ready
          2. How to do it…
          3. How it works…
          4. There's more…
          5. See also
        5. Conventions
        6. Reader feedback
        7. Customer support
          1. Downloading the color images of this book
          2. Errata
          3. Piracy
          4. Questions
      8. 1. Personalizing Dynamics GP
        1. Introduction
        2. Personalizing the home page by selecting the right role
          1. How to do it...
          2. See also
        3. Improving visibility by setting required fields to bold and red
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. There's more...
            1. Modifier with VBA
        4. Further personalizing the home page by customizing the layout
          1. How to do it...
          2. There's more...
          3. See also
        5. Speeding up access to data with Quick Links
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. See also
        6. Rearranging navigation to make it easier
          1. Getting ready
          2. How to do it...
          3. How it works...
        7. Managing personal reports with My Reports
          1. How to do it...
          2. There's more...
            1. Reports without options
            2. Better dates in report options
          3. See also
        8. Viewing open items with Task List
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. There's more...
            1. Recurring tasks
          5. See also
        9. Accessing accounts faster with Favorites in lookups
          1. Getting ready
          2. How to do it...
          3. There's more...
            1. Set as default view
            2. Restricted list
            3. Resetting
            4. Account security
          4. See also
        10. Cleaning up the mess by fixing AutoComplete errors
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. There's more...
            1. Removed unused entries
            2. Reducing the number of AutoComplete entries
            3. Resetting AutoComplete
      9. 2. Organizing Dynamics GP
        1. Introduction
        2. Speeding up account entry with Account Alias
          1. Getting ready
          2. How to do it…
          3. How it works…
          4. See also
        3. Cleaning account lookups by removing accounts from lookups
          1. How to do it…
          2. How it works…
        4. Gaining visibility with horizontal scroll arrows
          1. How to do it…
          2. How it works…
          3. There's more…
            1. Activating Horizontal Scroll Arrows for all users
            2. Widening segments for better visibility
        5. Streamlining payables processing by prioritizing vendors
          1. Getting ready
          2. How to do it…
          3. How it works…
        6. Getting clarity with user-defined fields
          1. How to do it…
          2. How it works…
          3. There's more...
            1. Special User-Defined 1 features
            2. Company Setup user-defined fields
            3. Expanded user-defined fields
          4. See also
        7. Developing connections with Internet User Defined fields
          1. How to do it…
          2. How it works…
          3. There's more…
            1. Login and password
            2. Labels 7 and 8
          4. See also
        8. Controlling reporting with account rollups
          1. Getting ready
          2. How to do it...
          3. How it works…
          4. See also
        9. Remembering processes with an ad hoc workflow
          1. Getting ready
          2. How to do it...
          3. How it works…
          4. See also...
        10. Improving financial reporting clarity by splitting purchasing accounts
          1. How to do it…
          2. How it works...
        11. Speeding up lookups with advanced lookups
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. See also
        12. Going straight to the site with web links
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. There's more...
            1. The All Field Values box
            2. Multiple values
          5. See also
      10. 3. Automating Dynamics GP
        1. Introduction
        2. Copying security from an existing user
        3. Using Reminders to remember important events
          1. How to do it...
          2. How it works...
          3. There's more...
            1. Drilling down into reminders
          4. See also
        4. Controlling reporting dates with beginning and ending periods
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. There's more...
            1. Fiscal period versus month
            2. Beyond the period
        5. Speeding up entry by copying an inventory item
          1. How to do it...
          2. How it works...
        6. Automating processes with macros
          1. How to do it...
          2. How it works...
          3. There's more...
            1. Macros can be made faster
            2. Macros and the shortcut bar
            3. Macros can be run with a keystroke combination
            4. Macro pauses
            5. Sequential macros
          4. See also...
        7. Getting early warnings with Business Alerts
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. There's more...
            1. Prebuilt alerts
          5. See also
        8. Splitting AP across departments automatically with Control Account Management
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. There's more...
            1. Multi-company
          5. See also
        9. Speeding document delivery with e-mail
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. There's more...
            1. Customer and vendor setup
            2. Company setup
        10. Relating or linking items for suggested sales
          1. Getting ready
          2. How to do it...
          3. See also
        11. Automatically post cash receipt deposits
        12. Simplifying statement delivery with print remaining documents
          1. How to do it...
          2. How it works...
      11. 4. Leveraging New and Updated Features in Dynamics GP
        1. Introduction
        2. Take the company offline for maintenance
          1. How to do it...
          2. How it works…
          3. There's more…
        3. Copying and pasting journals from Excel
          1. Getting ready
          2. How to do it...
          3. There's more...
        4. Budget Import Exception reporting
          1. Getting ready
          2. How to do it...
        5. Enhanced GL Year-End Closing
          1. How to do it...
          2. How it works...
          3. There's more...
            1. Unit Account
            2. Reversing Year-End Close
        6. Fix cross-company mistakes by voiding intercompany transactions
          1. Getting ready
          2. How to do it...
          3. See also
        7. Improving cross-company visibility with Intercompany Journal inquiries
          1. How to do it...
          2. How it works...
        8. EFT Format Enhancements
          1. Getting ready
          2. How to do it...
          3. There's more...
        9. Expanding payment options with credit card payment runs
          1. Getting ready
          2. How to do it...
          3. How it works...
        10. Merging records with Customer Combiner and Modifier
          1. How to do it...
          2. There's more...
            1. Modifying a customer number
            2. Import from spreadsheet
            3. Other Combiner functions
        11. Modifying Sales Order Ship To Address
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. There's more...
          5. See also
        12. Getting a complete view with All-In-One View
          1. How to do it...
          2. How it works...
        13. Tracking serial and lot numbers on drop ship POs
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. There's more…
          5. See also
        14. Selecting multiple serial or lot numbers
          1. How to do it...
          2. There's more…
          3. See also
        15. Intercompany asset transfer
          1. How to do it...
          2. There's more...
          3. See also
        16. Historical depreciation report
          1. How to do it...
          2. How it works...
          3. There's more...
            1. Mass depreciation reversal
            2. Reset History in Detail
          4. See also
        17. Fixed Assets Batches
          1. How to do it...
          2. There's more...
          3. See also
        18. Improve year-end with the Fixed Asset Year-End Closing Report
          1. Getting ready
          2. How to do it...
        19. Purchase requisitions
          1. How to do it...
          2. There's more…
        20. Gaining efficiency by printing or e-mailing any report with Word templates
          1. Getting ready
          2. How to do it...
          3. There's more...
        21. Attaching documents to records
          1. Getting ready
          2. How to do it...
      12. 5. Exposing Hidden Features in Dynamics GP
        1. Introduction
        2. Controlling Posting Dates when not posting by batch
          1. How to do it...
          2. How it works…
        3. Reducing posting steps with better Printing Control
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. There's more...
            1. Posting reports
            2. Print Options box
          5. See also
        4. Improving information with Tax Dates in transactions
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. See also
        5. Gaining the option to process taxes in general ledger
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. See also
        6. Changing the Remit-To Address on a Payables transaction after posting
          1. How to do it...
        7. Understanding an asset's financial information with Asset Details
          1. How to do it...
          2. How it works...
        8. Speeding up entry by copying a purchase order
          1. How to do it...
          2. How it works...
          3. There's more...
            1. Copying a sales order
        9. Getting control of printing with Named Printers
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. There's more...
            1. Printer classes
          5. See also
        10. Speeding up month-end processing with the Reconcile to GL functionality
          1. How to do it...
          2. How it works...
          3. There's more...
            1. Balancing the year
            2. When AP and AR aren't enough
        11. Improving budget creation with Combine Budgets
          1. How to do it...
          2. How it works...
        12. Controlling POs with prepayments
          1. Getting ready
          2. How to do it...
          3. There's more...
        13. Gaining flexibility with Inventory Tolerance Handling
          1. How to do it...
          2. How it works…
        14. Creating Fixed Assets with a default ID
          1. Getting started…
          2. How to do it...
        15. Avoid creating Payables Invoices when a PO already exists
          1. How to do it...
          2. How it works...
      13. 6. Improving Dynamics GP with Hacks
        1. Introduction
        2. Using comments without needing a comment name
          1. How to do it…
          2. How it works…
          3. There's more…
            1. Line item comments
        3. Keeping the chart of accounts clean by reactivating Account Segment warnings
          1. How to do it…
          2. How it works…
        4. Reducing licensing needs by preventing multiple company logins
          1. How to do it…
          2. How it works…
        5. Turning on more features with the Dex.ini settings
          1. Getting ready
          2. How to do it…
          3. There's more…
            1. Additional Dex.ini settings
            2. Popular Dex.ini resources
          4. See also
        6. Tackling self-assessed taxes such as Use Tax with the Reverse Tax functionality
          1. Getting ready
          2. How to do it...
          3. How it works…
          4. There's more…
        7. Correcting a lost password by resetting the system password
          1. How to do it…
          2. How it works…
          3. There's more…
        8. Getting greater journal entry control by clearing recurring batch amounts
          1. How to do it…
      14. 7. Preventing Errors in Dynamics GP
        1. Introduction
        2. Preventing posting errors by managing Batch Date
          1. Getting ready
          2. How to do it…
          3. How it works…
          4. See also
        3. Reducing out of balance problems with Allow Account Entry
          1. How to do it…
          2. How it works…
          3. There's more…
            1. Adjustments
          4. See also
        4. Ensuring entry in the correct company by warning about test companies
          1. How to do it…
          2. How it works…
        5. Protecting Dynamics GP with key security settings
          1. How to do it…
          2. How it works…
          3. There's more…
            1. Security for security
            2. Security solutions
        6. Providing clean vendor information by properly closing Purchase Orders
          1. How to do it…
          2. How it works…
        7. Preventing account selection errors with segment names
          1. Getting ready
          2. How to do it…
          3. How it works…
          4. See also
        8. Ensuring proper year-end closing by checking Posting Types
          1. Getting ready
          2. How to do it…
          3. How it works…
          4. See also
        9. Preventing sales of discontinued inventory
          1. How to do it…
          2. How it works…
          3. There's more…
        10. Correcting errors by backing out, correcting, and copying journal entries
          1. How to do it…
          2. How it works…
          3. There's more…
            1. Subledger corrections
      15. 8. Harnessing the Power of SmartLists
        1. Introduction
        2. Changing the Favorites pane size and visibility
          1. How to do it...
        3. Sorting data to get the information you want
          1. How to do it...
          2. How it works...
          3. See also
        4. Improving information returned with SmartList Search
          1. How to do it...
          2. How it works...
          3. There's more...
            1. Field comparison
            2. Match case
            3. Search type
            4. Wildcard search
          4. See also
        5. Tailoring SmartLists by adding fields
          1. How to do it…
          2. Theres more...
            1. Removing fields
            2. Favorites
            3. Default SmartLists
          3. See also
        6. Renaming fields for clarity
          1. How to do it...
          2. How it works...
          3. There's more...
            1. Default SmartList column names
          4. See also
        7. Speeding up access to information with SmartList Favorites
          1. How to do it...
          2. How it works...
          3. There's more...
            1. Modifying SmartList Favorites
            2. Go To
          4. See also
        8. Controlling data with SmartList record limits
          1. How to do it...
          2. How it works...
        9. Getting warnings with SmartList alerts
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. There's more...
            1. Modifying and removing custom Reminders
          5. See also
        10. Controlling access by sharing or restricting SmartList Favorites
          1. Getting started…
          2. How to do it...
          3. How it works...
          4. There's more...
            1. SmartList security
            2. Favorite naming best practices
      16. 9. SmartList Designer
        1. Introduction
        2. Creating a new SmartList
          1. How to do it…
          2. There's more…
            1. Preview the SmartList
            2. Configuring default columns for new SmartLists
        3. Creating a new SmartList from a SQL View
          1. Getting ready
          2. How to do it…
          3. There's more…
        4. Adding a filter to a SmartList
          1. How to do it…
        5. Exporting a SmartList object
          1. How to do it...
        6. Importing a SmartList object
          1. How to do it…
        7. Creating a refreshable Excel report from a SmartList
          1. Getting ready
          2. How to do it…
      17. 10. Connecting Dynamics GP to Microsoft Office 2016
        1. Introduction
        2. Building analyses by exporting SmartLists to Microsoft Excel
          1. How to do it…
          2. How it works…
          3. See also
        3. Getting fine-grained control of Excel Exports from Navigation lists to Excel
          1. How to do it…
          2. How it works…
          3. See also
        4. Improving reports by sending SmartLists to Word
          1. How to do it…
          2. How it works…
          3. See also
        5. Communicating with customers using Letters from Microsoft Word
          1. How to do it…
          2. There's more…
            1. SmartList Favorites
            2. Letter customization
            3. Other starting points
          3. See also
        6. Skipping the exports by using pre-built Excel reports
          1. Getting ready
          2. How to do it…
          3. How it works…
          4. There's more…
            1. Excel Report Designer
            2. SQL and ODC connections
            3. Trust and security
          5. See also
        7. Delivering the goods with Excel-based dashboards
          1. Getting ready
          2. How to do it…
          3. How it works…
          4. There's more…
          5. See also
        8. Reporting on any Dynamics GP data with direct Excel connections
          1. How to do it…
          2. How it works…
          3. There's more…
            1. Tables
            2. Advanced options
        9. Importing data with Microsoft Word and a Dynamics GP macro
          1. Getting ready
          2. How to do it…
          3. How it works…
          4. There's more…
            1. Limitations
        10. Getting fine-grained control of Excel Exports from SmartList
          1. Getting ready
          2. How to do it…
          3. How it works…
          4. See also
        11. Gaining flexibility by printing documents with Microsoft Word
          1. How to do it…
          2. How it works…
          3. There's more…
            1. Which report to use?
            2. User template creation
      18. 11. Maintaining Dynamics GP
        1. Introduction
        2. Speeding up Navigation lists by disabling Business Analyzer
          1. How to do it…
          2. How it works…
          3. There's more…
          4. See also
        3. Preventing entry to wrong dates by closing periods
          1. How to do it…
          2. There's more…
            1. Mass Close
        4. Improving performance by adjusting AutoComplete settings
          1. How to do it…
          2. How it works…
          3. There's more…
            1. Making the change for all users
          4. See also
        5. Cleaning up Accounts Receivable with Paid Transaction Removal
          1. Getting ready
          2. How to do it…
          3. How it works…
          4. There's more…
            1. Balance forward
        6. Providing correct tax information by updating 1099 information
          1. How to do it…
          2. How it works…
          3. There's more…
            1. 1099 vendor setup
        7. Maintaining updated code by rolling down service packs with Client Updates
          1. Getting ready
          2. How to do it…
          3. How it works…
          4. There's more…
            1. Service pack errors
        8. Improving stability by managing dictionaries
          1. How to do it…
          2. How it works…
          3. There's more…
            1. The Dynamics.set file
        9. Safeguarding data by backing everything up
          1. How to do it…
          2. How it works…
          3. There's more…
            1. Additional backups
        10. Resolving errors with the Check Links utility
          1. How to do it…
          2. How it works…
          3. See also
        11. Speeding up login by clearing the Menu Master table
          1. How to do it…
        12. Validating balances with the Reconcile utility
          1. How to do it…
          2. How it works…
          3. See also
        13. Troubleshooting issues with a DexSQL.log file
          1. How to do it…
          2. How it works…
      19. 12. Extending Dynamics GP Professional Services Tools Library
        1. Introduction
        2. Replicate settings and data to a new company with Company Copy
          1. Getting ready...
          2. How to do it...
          3. How it works…
          4. See also...
        3. Duplicate data between companies using Master Triggers
          1. How to do it...
          2. How it works…
          3. There's more…
          4. See also...
        4. Merge records with Combiner
          1. How to do it...
          2. There's more...
            1. Other Combiner functions
          3. See also...
        5. Change data using Modifier
          1. How to do it…
          2. There's more...
            1. Import from spreadsheet
            2. Other Modifier functions
        6. Using Customer Name Modifier
          1. How to do it…
            1. Import from spreadsheet
            2. Other Name Modifiers
        7. Set a minimum PO/receipt number
          1. Getting ready
          2. How to do it...
          3. How it works…
          4. See also...
        8. Preventing date errors with Doc Date Verify
          1. Getting ready
          2. How to do it...
          3. How it works...
          4. See also...
      20. 13. Modern Business Intelligence for Dynamics GP
        1. Introduction
        2. Activating OData for better external analysis
          1. Getting ready
          2. How to do it…
          3. How it works…
          4. There's more…
          5. See also
        3. Secure OData to control access
          1. Getting ready
          2. How to do it…
          3. There's more…
            1. SQL objects
        4. Connecting OData to Excel for Business Intelligence
          1. Getting ready
          2. How to do it…
          3. How it works…
        5. Connecting GP to Power BI with OData
          1. Getting ready
          2. How to do it…
          3. How it works…
          4. There's more…
        6. Adding Power BI to the home page in Dynamics GP
          1. Getting ready
          2. How to do it…
          3. How it works…
      21. Index