2010 Dynamics GP Client Conference

1. 2010 Dynamics GP Client Conference Microsoft Dynamics GP – Tips, Tricks & Secrets

2. Microsoft Dynamics GP – Tips, Tricks & Secrets Account Rollup • Account Rollups let you consolidate information from various accounts and then be able to drill down into the account details • Useful for things like departmental totals with drilldowns. • Accounts do not have to be consecutive • Rollups can include Actual, Budget and Calculated information • Setup new rollups at Inquiry>>Financial>>Account Rollup>>Modify button

3. Microsoft Dynamics GP – Tips, Tricks & Secrets Clarify Processes with Window Notes • Each window has a note icon that stays with that window. Use this for data entry tips or to document processes specific to your organization • Avoid lack of documentation, sticky notes, scrapes of paper

4. Microsoft Dynamics GP – Tips, Tricks & Secrets Fix Auto Complete • Auto Complete finishes your entries for you. • It’s great until you misspell something and are stuck with it forever • To get rid of it, start typing until the error shows up in Auto Complete • Right click and hit Remove from List

5. Microsoft Dynamics GP – Tips, Tricks & Secrets Limit AutoComplete • AutoComplete default setting of 10,000 entries is per user, per field. • This can have a negative impact on performance over time. • Reduce the maximum and set unused entries to clear after 60 days.

6. Microsoft Dynamics GP – Tips, Tricks & Secrets Build a Quick and Dirty Workflow • For simple workflows like check printing, create a folder in the navigation bar at the left. • Open the first window for a process and click File>>Add to Shortcuts • Repeat this for each window in the process. • At the end, you have a folder with all the windows for a process in sequence. • This works well for Month End processes as well.

7. Microsoft Dynamics GP – Tips, Tricks & Secrets Correct entries that didn’t originate in the GL • By default entries not originating in GL can’t be changed with GL correction entry • Select Tools>>Setup>>Financial>>General Ledger • Check the box next to Voiding/Correcting of Subsidiary Transactions

8. Microsoft Dynamics GP – Tips, Tricks & Secrets Speed up the Correct Journal Entry Screen • Looking up Journal Entry corrections is slow because of the number of transactions • Apply an index to the table and significantly speed up lookups • Boyer can provide a small SQL Script to apply a non-clustered index to the GL20000 and GL30000 tables and this solves the problem

9. Microsoft Dynamics GP – Tips, Tricks & Secrets Improve Balancing with Allow Account Entry • Simply select an account using Cards>>Financial>>Account • Select the control account like AP or AR • Uncheck the Allow Account Entry Box • Hit Save • After that transactions have to originate in a subledger to post to that account

10. Microsoft Dynamics GP – Tips, Tricks & Secrets Prevent the Sale of Discontinued Items • Discontinued items can be sold until gone by default • Typical advice is to write off items to prevent sale if necessary • A setting can prevent the sale of discontinued items without writing off the items • Turn it on at Tools>>Setup>>Sales>>Sales Order Processing, Options, Uncheck “Allow Sales of Discontinued Items” in the bottom grid area

11. Microsoft Dynamics GP – Tips, Tricks & Secrets Speed Up the Receivables Aging Process • AR Aging is a routine run at regular intervals • Turning off the option to print the report after aging can significantly speed up the AR Aging process

12. Microsoft Dynamics GP – Tips, Tricks & Secrets Document Date Verify • Avoid posting an AR or AP transaction into a future non-existing fiscal period • Contact Boyer for a special software patch that can prevent posting into a future fiscal period that doesn’t exist • Easy install, just copy a file into your Dynamics GP directory

13. Microsoft Dynamics GP – Tips, Tricks & Secrets Get Free Spell Check Functionality In Dynamics GP • WillowWare, a 3rd party vendor, offers free spell check functionality for Dynamics GP • This is a CNK file so it’s an easy install • Registration required • http://www.willoware.com/spellcheck/

14. Microsoft Dynamics GP – Tips, Tricks & Secrets Prevent Logging on Multiple Times in GP • Reduce the number of licenses in use at one time to help control costs • Microsoft development group has provided unsupported VBA code designed to prevent users from logging in more than once

15. Microsoft Dynamics GP – Tips, Tricks & Secrets Reduce Errors with Colored Backgrounds Per Company • Unsupported add in tool from Microsoft offers an option to change the background color of Windows based on the company • Useful to ensure entry in the correct company • Microsoft tool is available only via Partnersource, at no cost • Contact a Boyer consultant if you are interested

16. Microsoft Dynamics GP – Tips, Tricks & Secrets Suppress Dynamics GP Sounds • Stop Dynamics GP from generating any sounds • Keep your computer from ‘beeping’ when you make mistakes • At this line to your Dex.ini file: SuppressSound=TRUE • Dex.ini file is typically found the in Data folder under your Dynamics GP code folder: (i.e., C:\Program Files\Microsoft Dynamics\GP\Data)

17. Microsoft Dynamics GP – Tips, Tricks & Secrets Speed Voucher Entry with Multiple Purchase Lines • Use the Additional Vendor Accounts window to specify default posting accounts for vendors • Choose the Purchases ellipses button to open the Additional Vendor Accounts window from the Vendor Accounts window • Reduce errors during voucher entry with multiple default accounts

18. Microsoft Dynamics GP – Tips, Tricks & Secrets Copy a P.O. • Transactions>>Purchasing>>Purchase Order Entry, Actions>>Create>>Copy New PO • Select parts/lines to copy and press Copy • Fast, easy, flexible

19. Microsoft Dynamics GP – Tips, Tricks & Secrets Backup! • Backup • Backup • Backup • Need I say more?

20. Microsoft Dynamics GP – Tips, Tricks & Secrets Fill out your evaluation, please!