Microsoft Dynamics™ GP Tips and Tricks

General Ledger
Payables Management
Receivables Management
Bank Reconciliation
Sales Order Processing
Purchase Order Processing

General Ledger
I want to give a user access to enter the chart of accounts. I have given this person security to all of the windows in the Finance, Company, and System series, but when the user goes to Cards and then chooses Financial, the message "Not privileged to open this form" appears. What else does the user need access to?

The user also needs access to the financial palette. Give the user access in the Security Setup window (Setup - System - Security). In the Security Setup window, select the User ID and Company. Select Dynamics as the Product, Windows as the Type, and Palette as the Series. Double-click on the Financial Cards line so an asterisk, (*) appears, indicating the user has access to the Financial Cards.

Payables Management
When I pay by credit card, is there a way to indicate that I now owe a credit card vendor? If so, will a voucher be created automatically?

Yes. In the Credit Card Setup window (Setup - Company - Credit Cards), mark the Used by Company option, choose Credit Card, and then select a vendor ID. After posting a credit card payment to the credit card created, the system will automatically generate a new voucher for the credit card vendor.

Receivables Management
If I void an invoice, will the commission amounts on the invoice be credited to the salesperson?

The system will back out any distributions for the invoice, reverse any commissions, and back out any taxes that were added to the invoice.

Bank Reconciliation
What do I do if a check cleared the bank for a different amount then what was recorded?

You can void the check and enter it the way it was cashed if that is the adjustment you want to make. Otherwise it can be handled in the Select Bank Transactions window (Transactions - Financial - Reconcile - Transactions) by putting the cursor on the incorrect check and then go to the expansion button on the payment option. In there you can enter the cleared amount, then you will have to make an adjustment in the Reconcile Bank Adjustments window to accomodate for the difference.

Sales Order Processing
When I enter an order I change the Actual Ship Date field on each line item to what I want it to be. I then transfer the order to an invoice. When I look at the newly created invoice, the Actual Ship Date is changing back to the User Date. This used to work fine. I logged into a different company to test and it works fine there. I have already run Check links (File - Maintenance - Check links) on the Sales Series. How can I resolve this?

The Order and/or Invoice Type ID's may be corrupted/damaged. Set up a new Order ID under Setup - Sales - Sales Order Proc. - Order Button. Then test entering an order, changing the Actual Ship Date and transfer the Order to an Invoice. If it still does work correctly, set up a new Invoice ID under Setup - Sales - Sales Order Proc. - Invoice Button. Then test the scenario again.

Purchase Order Processing
When entering Purchase Orders, I want to add Inventory Items on the fly in the PO screen. Do we always have to go to Options, Add Item?

One option is to create a macro that would bring up the Purchase Order Entry window and check the Add Item option for you. Here is how:
1. Close any open windows in eEnterprise or Dynamics.
2. Go to Tools> Macro> Record.
3. Save the macro to a location all users can access (assuming all users would use this macro).
4. As soon as you save, it will begin recording the macro. Go to Transaction> Purchasing> Purchase Order Entry. Go to options, click Add Item. Then go to Tools> Macro> Stop record.
5. To add the macro it to the Work button, go to Setup > User Preferences, Work, and choose Add.
6. Type Purchase Order Entry (or whatever you want to appear on the Work button)
7. For the Type, choose eEnterprise macro or Dynamics macro.
8. Click on the lookup and find the macro you saved.
9. Select it and choose ok, ok, ok.
10. Now select Purchase Order Entry from the work button. If you enter a non-inventory item it will ask if you wish to add the item.