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Friday, 18 October 2013 23:30

Project Closing

Once a project is finished, user should close out that project within Dynamics GP.  This helps to avoid errant postings to the project & ensures accurate reporting.

To close a project within Microsoft Dynamics GP, first set the status of your project to Completed within the Project Maintenance window.  Then, navigate to  Project > Transactions > Project Closing to access the Project Closing window.  Within this window, select the Contract Number that the completed project belongs to.  All the completed projects for that contract should then appear in the listing below.  To close a project, check the box under the Close column & select Process.

Users should note that even though a project is set to status of Completed, there may be additional transactions that may need to be completed prior to closing the project.  If additional transactions are required, the box under the C* column will be blank.  To obtain a listing of the transactions yet to be completed for a 'Completed' project, select the blue arrow beside the Project number field within the Project Closing window.  This will open the Project Closing More info window wherein users are presented with a check list of all the tasks required prior to closing the project.

[caption id="attachment_1505" align="aligncenter" width="300"]Project Closing Project Closing[/caption]

There are times when users may have completed check list items, but they do not display within GP as completed.  If this occurs, it is good practice to run the PA Reconcile Utility.  This utility will search through the GP transaction tables to verify what activities have truly been completed.  To access this window, select Project > Utilities > PA Reconcile.  Select a data set to reconcile and then click Process.  The utility is fairly quick depending on the volume of data within your Dynamics GP environment.

[caption id="attachment_1506" align="aligncenter" width="300"]PA Reconcile PA Reconcile[/caption]

 

Adam MacIntosh is a Senior Account & Project Manager with WebSan Solutions Inc, a Microsoft Dynamics GP Partner and 2013 Canadian Channel Elite Awards Winner.  Adam can be reached at This email address is being protected from spambots. You need JavaScript enabled to view it. or 416-499-1235 ext 213.

 

Tuesday, 27 August 2013 15:41

Online Dynamics GP Training

Want to learn more about Dynamics GP, enroll in one of our WebSan University courses.  Course are instructor lead, contain certification tests & all students receive a certification of completion.

Our next course in August 29th from 1 - 5 pm.

 

Adam MacIntosh is a Senior Account & Project Manager with WebSan Solutions Inc, a Microsoft Dynamics GP Partner and 2013 Canadian Channel Elite Awards Finalist.  Adam can be reached at This email address is being protected from spambots. You need JavaScript enabled to view it. or 416-499-1235 ext 213.

Saturday, 21 September 2013 17:00

Learn Dynamics GP on YouTube

Check out our YouTube page for great Dynamics GP Training videos and other informative tips!

 

Adam MacIntosh is a Senior Account & Project Manager with WebSan Solutions Inc, a Microsoft Dynamics GP Partner and 2013 Canadian Channel Elite Awards Winner.  Adam can be reached at This email address is being protected from spambots. You need JavaScript enabled to view it. or 416-499-1235 ext 213.

Saturday, 31 August 2013 23:59

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Adam MacIntosh is a Senior Account & Project Manager with WebSan Solutions Inc, a Microsoft Dynamics GP Partner and 2013 Canadian Channel Elite Awards Finalist.  Adam can be reached at This email address is being protected from spambots. You need JavaScript enabled to view it. or 416-499-1235 ext 213.

 

 

 

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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.

 

CM Chequebook Management
CPY Canadian Payroll
DP Depot Management
FA Fixed Assets
IV Inventory
MC Multi-Currency
MFG Manufacturing
PA Project Accounting
PM Payables Management
POP Purchase Order Processing
RMA Return Materials Authorization
SC Service Call
SOP Sales Order Processing
UPR US Payroll

 

Adam MacIntosh is a Senior Account & Project Manager with WebSan Solutions Inc, a Microsoft Dynamics GP Partner and 2013 Canadian Channel Elite Awards Winner.  Adam can be reached at This email address is being protected from spambots. You need JavaScript enabled to view it. or 416-499-1235 ext 213.

Saturday, 05 October 2013 07:00

Field Level Security in Dynamics GP

Many companies have a need to grant Dynamics GP users access to a window, but not all functionality within that window.  For example, many clients will want users to be able to input invoices, but not post them individually.  Instead, they will force users to save invoice transactions to a batch such that a manager can review the source documents and post.  An easy way to achieve this is through Field Level Security which allows the Dynamics GP admin to restrict user access to singular buttons within a window (such as the Post button).

To configure Field Level Security, navigate to Microsoft Dynamics GP > Tools > Setup > System > Field Level Security

This will open up the Field Level Security window.  Within the window, select Add to create a new restriction.

[caption id="attachment_1442" align="aligncenter" width="300"]Field Level Security window Field Level Security window[/caption]

This will open the Field Security Maintenance window wherein one defines a the window and field to restrict.  Within this window, enter an ID and Description for the restriction.  Then select the Product Name, Form Name, Window Name & Field Name using the look-ups within the window.

[caption id="attachment_1439" align="aligncenter" width="300"]Field Security Maintenance window Field Security Maintenance window[/caption]

This will open the Resource Explorer window that makes finding & selecting the appropriate window and field much easier.  All windows are organized by module & then alphabetically.  Once a window is selected, all fields within that window will display alphabetically as well.  Select the appropriate window and field & select OK.

[caption id="attachment_1441" align="aligncenter" width="300"]Resource Explorer window Resource Explorer window[/caption]

Back in the Field Level Security window, one can now select Users & Companies to which the restriction should apply.  Then, select the Field Security ID created to apply to the user / company combination.  Once complete, select Apply & the restrictions will instantly be in place for the users.

 

Adam MacIntosh is a Senior Account & Project Manager with WebSan Solutions Inc, a Microsoft Dynamics GP Partner and 2013 Canadian Channel Elite Awards Winner.  Adam can be reached at This email address is being protected from spambots. You need JavaScript enabled to view it. or 416-499-1235 ext 213.

Saturday, 17 August 2013 06:00

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Join our growing & diverse team at WebSan.  We have a number of positions currently available & offer a wide range of benefits.

See our Careers page for more information.

 

Adam MacIntosh is a Senior Account & Project Manager with WebSan Solutions Inc, a Microsoft Dynamics GP Partner and 2013 Canadian Channel Elite Awards Finalist.  Adam can be reached at This email address is being protected from spambots. You need JavaScript enabled to view it. or 416-499-1235 ext 213.

 

 

 

Tuesday, 13 August 2013 11:00

Free ERP Assessment

Want to learn how better management of billable hours can help you become more profitable?  Contact us to get a free assessment of your financial accounting software!

OR

Want a Demo of Dynamics GP.  Request one for free!

 

Adam MacIntosh is a Senior Account & Project Manager with WebSan Solutions Inc, a Microsoft Dynamics GP Partner and 2013 Canadian Channel Elite Awards Finalist.  Adam can be reached at This email address is being protected from spambots. You need JavaScript enabled to view it. or 416-499-1235 ext 213.

Sunday, 11 August 2013 06:30

Using Checklists in Dynamics GP

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In October 2009 I wrote a blog about using Checklists in GP.  I find this blog is still useful today as I have clients wherein turnover has forced the need to document processes within the system.  Checklist are the perfect tool to allow these processes to be documented.  See my blog below:

 Lots of us make checklists for a variety of tasks from grocery shopping to complex projects.  Microsoft Dynamics GP offers built in checklists in the Routines section of every module that can help walk users through a diverse range of topics.

Once you have accessed the appropriate Checklists window, ensure the frequency is appropriate for the checklist you are about to create.  Click Add to create a link to a Microsoft Dynamics GP window.  Name the checklist item & select the appropriate in the Command (Dynamics GP window).  Once your list is complete, order the items appropriately by using the Up & Down buttons.  Now every time a user performs this particular task, all they are required to do is click the checklist item in order & populate the fields with new data.

Checklists are particularily beneficial when turnover is an issue or roles require extensive training.  Two tasks I recommend clients create checklists for are performing payroll & completing year-end.  Mistakes made performing either of these functions can have wide-reaching effects.  In my next blog, I will cover a few tasks that should be on your year-end checklist.

Payroll Checklist

 

Adam MacIntosh is a Senior Account & Project Manager with WebSan Solutions Inc, a Microsoft Dynamics GP Partner and 2013 Canadian Channel Elite Awards Finalist.  Adam can be reached at This email address is being protected from spambots. You need JavaScript enabled to view it. or 416-499-1235 ext 213.

Wednesday, 07 August 2013 01:00

New Installation Tip - Invoice Alert

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Dynamics GP allows users to enter invoices through a number of different methods.  When first accessing the invoicing windows in GP, users will often encounter a system alert warning them of the fact that they have multiple windows with which to enter the data.  Without intervention, this warning will always appear for users moving forward.

To get rid of this warning, run your GP Utilities (from your Start menu).  In the Additional Tasks window, select the ‘Remove SOP and Invoicing message’.  Proceed to uncheck ‘Warn in Sales Order Processing’ & ‘Warn in Invoicing’.  When complete, the warning will be gone forever.

Adam MacIntosh is a Senior Account & Project Manager with WebSan Solutions Inc, a Microsoft Dynamics GP Partner and 2013 Canadian Channel Elite Awards Finalist.  Adam can be reached at This email address is being protected from spambots. You need JavaScript enabled to view it. or 416-499-1235 ext 213.