gpug academy - microsoft excel & microsoft dynamics gp payables management (may 2014)
DESCRIPTION
Microsoft Excel, Microsoft Dynamics GP, and Microsoft Power Tools Series! You already use Microsoft Excel, so why not make it a valuable reporting tool? These 3 GPUG Academy classes will give you hands-on experience creating reports for Receivables Management, Payables Management, and Sales Order Processing. After completing each one of these classes you will be the Business Intelligence Hero of your teams. This class is open to all GP users. These classes will contain guidance on: •Pivot Tables •Data extraction from Microsoft Dynamics GP •Microsoft Power Query a free Excel add-in that enhances the self-service Business Intelligence experience in Excel by simplifying data discovery, access and collaboration. •Microsoft PowerPivot (SOP Class only). Microsoft Excel & Dynamics GP Payables Management. We will build: •An Aged Trial Balance •Expense Distribution by Vendor ReportTRANSCRIPT
http://Academy.GPUG.com
Welcome!
We’ll begin shortly.
Microsoft Excel & Dynamics GP Payables Management
Instructions
• Have a question?
o Ask
o Post in chat
• Need to mute?
o Click the microphone
(make sure you’ve
entered your audio pin)
• Have feedback?
o We’ll send you a survey
• Want CPE credit?
o Request via survey
2
10 minute Breaks: 2:50pm & 4:00pm
On a break
Be right back
3
Interact (please!)
“Teaching online is like teaching after
lunch…all day”
• Ask questions
• Participate
• Ask questions
4
Introductions
• Belinda Allen
• Smith & Allen Consulting, Inc.
• @BelindaTheGPcsi
5
Introductions
• Please introduce yourself, including:
o Your name
o Your company
o Your role
o Which version of Dynamics & Excel
o One of your objectives for today’s class
o Favorite Candy
6
What we’ll build today
• An Aged Trial Balance
• Expense Distribution by Vendor Report
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Objectives for Class
• Learn basic features of Pivot Tables & Pivot
Charts
• Understand options for extracting data from
Microsoft Dynamics GP
• Learn basic features of Microsoft Power
Query
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Why Pivot Tables?
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Why Pivot Tables?
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Components of a Pivot Table
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Components of a Pivot Table
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Components of a Pivot Table
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Components of a Pivot Table
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Components of a Pivot Table
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Components of a Pivot Table
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Components of a Pivot Table
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Secret to Building Pivot Tables Faster
Start with an end in
mind. Draw it out on
paper first!
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Secret to Building Pivot Tables Faster
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Building Payables Pivot Table from PM Data
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Vendor Master Records
• Vendor Status (active, inactive, temporary, etc.)
• Hold Status
• Class ID
• User Defined Fields / Categorieso Comment 1 & 2o 1099 Typeo Account with Vendoro User Defined Field 1 & 2
• Balance
Payables Transaction Records
• Document Type
• Hold Status ( Transaction and Vendor)
• Void Status
• Posting Status
• Balance
• Dates
• Master Record fields
How Nested “IF” statements work
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Is this a Return, If yes then Negative
and stop
Is this a Payment, If yes then
Negative and stop
Is this a Credit Memo, If yes then Negative and stop
Otherwise it is Positive
Excel Formulas Used
• =IF([@[Days Past Due]] < 0,"Current", IF([@[Days Past Due]] < 101, "Due Less than 100 Days Ago", IF([@[Days Past Due]] <201,"Due Less than 200 Days Ago","VeryPast Due")))
• =IF([@[Document Type]] = "Payment",-[@[Current Trx Amount]],IF([@[Document Type]] = "Return",-[@[Current Trx Amount]], IF([@[Document Type]] = "Credit",-[@[Current Trx Amount]], [@[Current TrxAmount]])))
• =[@Today]
275/26/2014Footer Text
Resources for Views
• Microsoft
o Views that come with Microsoft Dynamics GP
• Share My Code / GPUG
o www.GPUG.com
• Victoria Yudin
o www.victoriayudin.com
• Mark Polino
o http://mpolino.com/gp/category/sqlscript/
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View Parts
• CREATE VIEW view_Payables_Payments AS • /**************************************************************** view_Payables_Payments Created Sep 11,
2009 by Victoria Yudin - Flexible Solutions, Inc. For updates see http://victoriayudin.com/gp-reports/ Shows all posted Payables payments in Functional Currency only Tables used: PM00200 - Vendor Master PM20000 – Open Transactions PM30200 - Historical Transactions Updated on Jan 18, 2011 to add Currency ID, User Who Posted and User Who Modified ****************************************************************/
• SELECT P.VENDORID Vendor_ID, V.VENDNAME Vendor_Name, V.VNDCHKNM Vendor_Check_Name, CASE P.PYENTTYP WHEN 0 THEN 'Check' WHEN 1 THEN 'Cash' WHEN 2 THEN 'Credit Card' WHEN 3 THEN 'EFT' ELSE 'Other' END Payment_Type, CASE WHEN P.PYENTTYP in (0,1,3) THEN P.CHEKBKID ELSE '' END Checkbook_ID, CASE P.PYENTTYP WHEN 2 THEN P.CARDNAME ELSE '' END Credit_Card_ID, P.DOCDATE Document_Date, P.PSTGDATE GL_Posting_Date, P.VCHRNMBR Voucher_Number, P.DOCNUMBR Document_Number, P.DOCAMNT Functional_Amount, P.TRXSORCE Transaction_Source, P.CURNCYID Currency_ID, P.PTDUSRID User_Who_Posted, P.MDFUSRID User_Who_Modified
• FROM (SELECT VENDORID, DOCTYPE, DOCDATE, VCHRNMBR, DOCNUMBR, DOCAMNT, VOIDED, TRXSORCE, CHEKBKID, PSTGDATE, PYENTTYP, CARDNAME, CURNCYID, PTDUSRID, MDFUSRID FROM PM30200 UNION ALL SELECT VENDORID, DOCTYPE, DOCDATE, VCHRNMBR, DOCNUMBR, DOCAMNT, VOIDED, TRXSORCE, CHEKBKID, PSTGDATE, PYENTTYP, CARDNAME, CURNCYID, PTDUSRID, MDFUSRID FROM PM20000) P INNER JOIN PM00200 V ON P.VENDORID = V.VENDORID
• WHERE P.DOCTYPE = 6 AND P.VOIDED = 0 • /** the following will grant permissions to this view to DYNGRP, leave this section off if you do not want
to grant permissions **/
• GO GRANT SELECT ON view_Payables_Payments TO DYNGRP
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When using in PowerView or PowerQuery
• CREATE VIEW view_Payables_Payments AS • /**************************************************************** view_Payables_Payments Created Sep 11,
2009 by Victoria Yudin - Flexible Solutions, Inc. For updates see http://victoriayudin.com/gp-reports/ Shows all posted Payables payments in Functional Currency only Tables used: PM00200 - Vendor Master PM20000 – Open Transactions PM30200 - Historical Transactions Updated on Jan 18, 2011 to add Currency ID, User Who Posted and User Who Modified ****************************************************************/
• SELECT P.VENDORID Vendor_ID, V.VENDNAME Vendor_Name, V.VNDCHKNM Vendor_Check_Name, CASE P.PYENTTYP WHEN 0 THEN 'Check' WHEN 1 THEN 'Cash' WHEN 2 THEN 'Credit Card' WHEN 3 THEN 'EFT' ELSE 'Other' END Payment_Type, CASE WHEN P.PYENTTYP in (0,1,3) THEN P.CHEKBKID ELSE '' END Checkbook_ID, CASE P.PYENTTYP WHEN 2 THEN P.CARDNAME ELSE '' END Credit_Card_ID, P.DOCDATE Document_Date, P.PSTGDATE GL_Posting_Date, P.VCHRNMBR Voucher_Number, P.DOCNUMBR Document_Number, P.DOCAMNT Functional_Amount, P.TRXSORCE Transaction_Source, P.CURNCYID Currency_ID, P.PTDUSRID User_Who_Posted, P.MDFUSRID User_Who_Modified
• FROM (SELECT VENDORID, DOCTYPE, DOCDATE, VCHRNMBR, DOCNUMBR, DOCAMNT, VOIDED, TRXSORCE, CHEKBKID, PSTGDATE, PYENTTYP, CARDNAME, CURNCYID, PTDUSRID, MDFUSRID FROM PM30200 UNION ALL SELECT VENDORID, DOCTYPE, DOCDATE, VCHRNMBR, DOCNUMBR, DOCAMNT, VOIDED, TRXSORCE, CHEKBKID, PSTGDATE, PYENTTYP, CARDNAME, CURNCYID, PTDUSRID, MDFUSRID FROM PM20000) P INNER JOIN PM00200 V ON P.VENDORID = V.VENDORID
• WHERE P.DOCTYPE = 6 AND P.VOIDED = 0 • /** the following will grant permissions to this view to DYNGRP, leave this section off if you do not want
to grant permissions **/
• GO GRANT SELECT ON view_Payables_Payments TO DYNGRP
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Review of Objectives for Class
• Learn basic features of Pivot Tables & Pivot
Charts
• Understand options for extracting data from
Microsoft Dynamics GP
• Learn basic features of Microsoft Power
Query
• Build An Aged Trial Balance
• Build Expense Distribution by Vendor Report
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