Our clients will often have the need to attach supporting documentation to transactions within Dynamics GP. These might be for odd / correcting entries, entries required by auditors, or large dollar value entries. Further, it is good practice to attach supporting documentation for transactions if possible.
To attach supporting documentation to a transaction within GP, select the yellow paper icon beside the transaction number within the entry window for that transaction. This icon is also available within master data setup widows & essentially every other window within GP. Once within this window, select the paperclip icon at the bottom of the window (Note: Your system admin may have to enable this functionality to have this icon appear). This will open a new OLE Container window wherein one can select Edit > Insert New Object. From here, the process is as simple as selecting the file & clicking Attach within the note window.
WebSan has found this feature very helpful to our clients whenever they need to track down the supporting documentation for a transaction. As transactions move throughout there life-cycle in Dynamics GP, they will maintain the supporting documents attached to them, making audits a breeze.
When a user posts an individual transaction in GP, that transaction will likely display in the Financial Series Post, saved to a batch with an odd, automated ID. These IDs are auto-created by Dynamics GP & are based on the source document / originating module from which the transaction was posted. Generally, the first 2-3 characters of the these Batch IDs are based on the module, with 3 or so more characters to identify the transaction type. this is or course followed by a numeric counter.
If one reviews the Source Document listing in GP, that will generally tell them what all the abbreviations represent. For those more technical, source documents can be found in SY00900 in the database.
Below, I have listed a number of the more common prefixes to an automated Batch ID and have noted the module which they represent.
|POP||Purchase Order Processing|
|RMA||Return Materials Authorization|
|SOP||Sales Order Processing|