Dynamics GP–Combine Multiple Budgets into a Master Budget

Figure 1 – Budget Maintenance window in Dynamics GP
You can combine multiple General Ledger budgets into a single, master budget, one budget at a time. The master budget can be completely new and have its own budget ID, or it can be one of the two original budgets. This feature is helpful when multiple departments in your organization create their own budgets, which must then be consolidated. The new Combine Budgets window simplifies this process.

Figure 2 – Combine Budgets window in Dynamics GP
After you have completed the Combine Budgets process, you can use the Budget Selection window (Financial >> Cards >> Financial >> Budgets) to view all budgets in the system, including budgets created in Excel and imported into Microsoft Dynamics GP.
For more information on Dynamics GP or to ask questions about how we can help you with a Dynamics ERP implementation, send an email to Support@dynamicsmct.com or call us at Toll Free:  +1.780-555-6144.
Submitted by Judith Hirst CPA, CMA MCP Senior Financial Analyst
www.dynamicsmct.com

How To Use The Purchasing All-in-One View in Dynamics GP 2015/2016

Figure 1 – Purchasing All-in-One View in GP 2015 R2

One of the new features in GP 2015/2016 is the ALL-IN-ONE VIEW. It is a nifty tool that can save a user a lot of look up time because all of the information is in one place.

The Purchasing All-in-One View window is  available for locating vendor records and displaying related purchasing documents in the same window.  That makes life easier!

When you open the Purchasing All-in-One View window from Purchasing >> Inquiry >> All-in-One View, or Home >>
Quick Links >> All-in-One View, the window opens without any data. You can specify the vendor and the details of the information to display in the window. Mark the checkbox in the upper right corner of the document to display only the related documents as in Figure 2 below.

Figure 2 – The blank Purchasing All-IN-ONE VIEW

For example, suppose a vendor calls asking about a specific payment. You can use the Purchasing All-in-One View window to select that vendor and then view all documents related to the payment, such as
the PO, receipt, invoice, credits, miscellaneous charges and finance charges, and payment to assist you in responding to your vendor ’s inquiries.

You can access the Purchasing All-in-One View window from the following windows and navigation lists:
• Your home page
• Vendor Maintenance
• Purchase Order Processing Document Inquiry
• Vendor Inquiry
• Payables Transaction Inquiry - Vendor
• Payables Transaction Inquiry – Document
• Purchase Order Processing Document Inquiry
• Purchase Order Processing Item Inquiry
• Navigation Lists and any views of these lists
 Vendors
 All Purchasing Transactions
 Payables Transactions
 Purchase Order Transactions

The icon for the Purchasing All-in-One View window is available only if a single record is selected in the navigation list. The data that’s displayed in the Purchasing All-in-One View window depends on your selection in the navigation list. For example, if you select only a vendor record in the navigation list, the vendor ID and name information are displayed in the Purchasing All-in-One View window. If you select a transaction in the navigation list, the vendor ID, name and
transaction information are displayed.

Use the Filter Icon to select additional information as in Figure 3 below. The clear filters icon will reset the filters back to the default selection.

Figure 3 – The Filter Icon is available on each column for Purchase Orders, Receipts, Invoices, Payments, and Returns.

Does your team need some one-on-one training on the tool.  Contact us.  The team at Dynamics MCT Consulting  provides a full range of Microsoft Dynamics services.  Please contact us for more information on capabilities or how we can help you with a Dynamics implementation.

Send an email to Support@dynamicsmct.com or call us at Toll Free:  +1.780-555-6144.

Submitted by Judith Hirst CPA, CMA MCP Senior Financial Analyst

www.dynamicsmct.com

Five Reasons To Keep The Vendor (Supplier) List Clean

Figure 1 – The push broom used to keep shop floors clean

Most organizations have a safety policy in place.  High on the list of safety is keeping the premises clean and tidy.  An extension of this "clean and tidy" practice should be to keep the vendor list clean in the ERP system.

Why? Here are five reasons to keep the vendor list clean.

1. The longer and messier that the vendor list is, the more likely coding errors will happen. 
2. This increases the chances of the wrong vendor being paid for an invoice assigned to them in error.
3. Now, there are two voids to process, one for the cheque payment, and one for the invoice.
4. If Vendors have not been used in the last two years, inactivate them to reduce the risk that invoices will inadvertently be assigned to them. (In Dynamics GP, for example, run a SmartList to show vendors that have not received payment for the last two years, and then inactivate them.)
5. Managing the vendor list and reviewing it quarterly or semiannually will help to minimize the occurrence of fraudulent vendors, that is, vendors who submit the same invoice under different names.  You will catch these errors  because  you are watching.

The team at Dynamics MCT Consulting has been implementing Microsoft Dynamics ERP Business Solutions for more than 15 years and provides a full range of Microsoft Dynamics services.  Please contact us for more information on capabilities or how we can help you with a Dynamics implementation.

Send an email to Support@dynamicsmct.com or call us at Toll Free:  +1.780-555-6144.

Submitted by Judith Hirst CPA, CMA MCP Senior Financial Analyst

www.dynamicsmct.com

Dynamics GP 2016 R2–Saving an new Fixed Asset with a Suffix Greater Than 1

Figure 1 – Asset Card showing new asset with suffix of 05

The Dynamics GP Fixed Asset module is improving with each release of Dynamics GP.  In the current release, Dynamics GP 2016 R2, users are able to save the Asset ID with a suffix other than 1. 

New assets can now be listed as:

• Forklift 1040 Orange-12 instead of Forklift 1040 Orange-1
• Toyota Camry SSE Grey-10 instead of Toyota Camry SSE Grey-1

Here are the reasons that this change will make life easier for the fixed asset manager:

• This change will make creating new assets easier/faster
•   If a company buys a block of assets from another company, they no longer have to change the asset id if the suffix is not a 1
• Importing assets will be easier without the suffix being 1
• Companies can create suffix lists for certain assets for easier tracking

To see a short video of all of the GP 2016 R2 features, check out Microsoft's video HERE.

If you want more information about  Dynamics GP, contact us at Dynamics MCT Consulting.  Send an email to Support@dynamicsmct.com or call us at Toll Free:  +1.780-555-6144.

Submitted by Judith Hirst CPA, CMA MCP

Dynamics GP 2016 R2–Accounts Receivable Module Improvements

 

Figure 1 – Cash Receipts entry window in Dynamics GP 2016 R2

In an attempt to streamline accounts receivables processes, functionality has been added to Dynamics GP that will allow the deposit of cash receipts in a batch to occur automatically. If this option is enabled, a single deposit will be created that includes all cash receipts in the batch, or if receivables are posted at the transaction level each cash receipt will result in a separate deposit being created and posted. This functionality will save steps and time in dealing with cash receipts.

Other Accounts Receivable improvements include:

• Batch approval workflows now have default word templates for edit lists to be emailed to approvers and supply them with complete information about the transactions in the batch.

Talk to us, at Dynamics MCT Consulting, about upgrading to Dynamics GP 2016 R2.  Contact Support@Dynamicsmct.com.

Submitted by Terence Graw CPA, CMA – Consultant

Dynamics GP 2016 R2 – Sales Order Process Module Improvements

The all in one document view now exists for sales and inventory transactions! This gives a SOP user quick access to all documents related to a given sales transaction in a single window. See information flow from quote through to credits/returns for transactions for a given customer with ease.

Other sales order processing improvements include:

- Credit Limit warning calculations will now take into account unposted credit documents giving a more up to date credit situation for customers.

- Historical tax percentages are displayed at the correct historical rate at the time of the transaction when viewing sales transaction details.

If you want to see a demo of Dynamics GP 2016 R2, please contact us.

Submitted by Terence Graw CPA, CMA – Consultant

Dynamics GP 2016 R2 - Accounts Payable Module Improvements

 

The Accounts Payable module has seen some great improvements in the handling of company credit card payments. Dealing with credit cards is often one of the more challenging aspects of working in accounts payable. The new functionality available in Dynamics GP for use with credit card payments will help with this.

A payables batch credit card payment option will allow the payment of cheque batches with a credit card. An invoice will be created for the credit card vendor and a remittance form will provide access to detailed data on the vendor invoices paid using the credit card. A link between the credit card invoice and the original vouchers is established making it easy to trace credit card payments in the system.

Other accounts payable improvements include:

- The prepayment of a purchase order can now consist of the total amount including taxes, freight, and misc. charges instead of being limited to the subtotal amount of the PO.

- The SafePay file now uses the actual vendor name printed on the cheque when the payment was made and not the default name from the vendor maintenance window which will ensure the correct data is relayed to the bank for payment presentation.

- Batch approval workflows now have default word templates for edit lists to be emailed to approvers and supply them with complete information about the transactions in the batch.

Submitted by Terence Graw CPA, CMA – Consultant

Dynamics GP 2016 R2 Released

The newest release of Dynamics GP is GP 2016 R2.   The Microsoft Development Team has announced the following release features.  

• Power BI on Web Client home page
• Smartlists available in Advanced Look ups
• SmartList Favorite Protection
• Show user name in message batch is edited by another user
• Purchase Order Processing - Cancel Purchase Order When linked to a Requisition & Visual indicator if quantities not fulfilled.
• Sales Order Processing - Display Tax Percent for Historical Transaction
• Safepay file pull the CHECK NAME on actual check not from Vendor Master
• General Ledger - Distribution line to open expanded, also for RM, PM and Cash Receipts transaction entry
• Bank Reconciliation history tracking and transaction remove capability which = better performance!!
• Fixed Asset ability to save Asset ID with suffix other than 1

The two features for Bank Reconciliation and for Fixed Assets are definitely going to improve fullfiling the accounting tasks of bank rec and adding new fixed assets.

Thinking about upgrading?  Talk to our specialists.  Set up an appointment using Support@dynamicsmct.com.

Judith Hirst BA CPA; CMA, ERP Consultant and Analyst at Dynamics MCT Consulting Ltd.

www.dynamicsmct.com