Tips and Tricks in GP

Here are tips to make your day to day daily jobs easier in GP

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Smartlist—Tips Change Default Column order Increase maximum record number

Smartlist—Tips

Under Smartlist options change max records for all smart list in one shot!

Smartlist Export Solutions

No more reformatting your favorite exports when they get to Excel!

Increase speed of Smartlist export to Excel Increase export speed by a factor of at least 10!

Included with GP 10 and 2010 for free. Modify Dex.ini – (Located in the Dynamics folder)

Set line SmartlistEnhancedExcelExport=TRUE

Save modified Dex.ini file

Smartlist—Change Default Column order

Change the master setup of Smartlist once!

Correct a GL Journal Entry

Copy a GL Journal Entry

Allow or don’t allow account entry!

Customize source documents Original Cash receipt Source document - CRJ

Customize source documents Change to something you can recognize - ARCRJ

Customize source documents See new source document now default on cash receipt entries

Excel Reports

GP 2010 has them ready to use!

Keyboard Shortcuts Ctrl + L - Displays the Lookup window The cursor must be placed in a field that uses the

lookup window Enter a letter or number to seed the value of the

lookup. When the lookup window appears, the cursor will have already moved to a starting position based on your entry. Use the up/down arrows or page up/down keys to move the cursor and hit “Enter” to select the item.

Keyboard Shortcuts

Tab - moves the cursor to the next field, but also be mindful that Shift + Tab moves to the previous field. Tab sequences (the order that the cursor moves in) can be changed using Microsoft Dynamics GP Modifier.

Ctrl + A This keystroke selects all text, which is perhaps more useful when you need to select all text in a Word document or an Excel spreadsheet.

Keyboard Shortcuts

Ctrl + C - Copy Ctrl + V - Paste Hit “Enter” to fire repetitive mouse clicks.

Open up a window such as Vendor Maintenance. At the bottom of the screen, click on the Next Record navigation arrow to bring up a record. Leave the mouse hovering over this navigation arrow. You can hit “Enter” and the next record will display. You can continue this process for as long as you like, providing a very handy way to quickly review consecutive records.

Keyboard Shortcuts

Move to next field : tab

Move to previous field : shift + tab

Move from scrolling window to next field : ctrl + tab

Move from scrolling window to previous field : shift + ctrl + tab

Default button on a window : enter

Close the current window : ctrl + w

Exit application :alt + x

Keyboard Shortcuts

Ctrl + L To open the look window

Some shortcuts for the home page

Navigation pane button ctrl + number of navigation pane button. For example, press ctrl + 2 to activate the second navigation pane button.

For Date Fields - if you enter it just the day, it will automatically fill in the current month and year.06 Becomes06112011

Adding a Shortcut to Open Up a Specific WindowFor example, you can use a shortcut, say CTRL + SHIFT + C to open up the Customer Maintenance Window.

Short Cuts From your Home tab create custom shortcuts for

your most used windows – user specific

Reprint Posting Journals

Yes, Posting Journals can be reprinted!

Financial button>>Reports>>Cross Reference

Choose By: JE Source Document Audit Trail Code

Professional ToolsPSTL – Free with GP2010

Professional Tools

Account/Vendor/Customer/Item changer Account/Vendor/Customer/Item combiner Unapply RM 1099 Modifier Database Disabler So many more!!

Advanced Lookups

Administration – Company – Advanced Lookups

Advanced Lookups

General Ledger to Payables & Receivables reconcile report

Financial – Routines – Reconcile to GL

General Ledger to Payables & Receivables reconcile report When you click process this report is generated

Remove STUCK users

We can automate it with this script

select * from SY01400 WHERE USERID IN

delete SY01400 where USERID IN ('FRONT','COSBORNE','CDENNIS','FRONT','LESSONUSER1','LESSONUSER2','RDIRENZO','DESTAFC','KTL','JBACINO','TCASTRO','COSBORNE1','TERESAC2')

select rtrim(USERID) FROM SY01400 ORDER BY USERID

Speed up the process for Receivables Aging Sales>>Routines>>RM Aging. Don’t print the

report. Simple—but it really speeds it up. OR

exec sp_Msforeachdb' use ?/* is this ia a Great Plains company db? */if exists ( select INTERID from DYNAMICS..SY01500 D where INTERID = ''?'' )begin /* does this Great Plains company db have open RM trx? */if exists ( SELECT TOP 1 * FROM RM20101 WHERE CURTRXAM<>0 )begin print ''Aging database ?''

/* Insert your script below this Line, Note: Double up single quotes */DECLARE @O_iErrorState int, @I_dAgingDate datetime

select @I_dAgingDate = convert(varchar(10), GetDate(), 102)EXEC dbo.rmAgeCustomer 0, '''', ''þþþþþþþþþþþþþþþ'', @I_dAgingDate, 127, 0, 0, '''', @O_iErrorState OUTSELECT @O_iErrorState/* Insert your script above this Line, Note: Double up single quotes */

print ''Aging done for database ?''endend'

Shorten default doc numbers

From the setup windows in GP shorten the next #

The User Preferences window enables you to set defaults associated with your userID Microsoft Dynamics GP – User Preferences

Budgeting Tip

You can use the same budget id every year. Budget ID can be = ‘BUDGETID’ This minimizes the maintenance for FRX or MR

because you don’t need to change the budget id in the column layouts each year.

MR Tip - calculate an average in the column definition Use the new ‘Periods’ to divide by the number of

periods to calculate an average This column must have something in the Period cell

MR Tip - calculate an average in the column definition Results

MR Tip - To let Management Reporter select the appropriate width for the cell content, double-click the Column Width cell, and click AutoFit.

Security –Create a user with sa rights in GP You can give a GP user administrator rights in GP

add/delete users Assign the specific Microsoft Dynamics GP

administrator(s) SQL login account to the SecurityAdmin fixed server role and within the Db_AccessAdmin and Db_SecurityAdmin database roles that exists to the DYNAMICS database.

DYNSA must be the database owner of ALL Microsoft Dynamics GP databases

Still need sa for PSTL

Reporting Services (SSRS)

You own it now!If you are on GP 10 or GP 2010

Easy to deploy With the GP2010 install it is part of the

installation now. Includes out of the box reports when deploy

through GP.

SSRS Reports

Check to see if deployed –Administration – Reporting tools setup

What’s New GP 2010 with R2Payroll Exclude Inactive Employees in Lookups Secondary Status Codes Map amounts to multiple W-2 boxes for Pay

Codes, Benefits and Deductions Track Fiscal Year Values for Pay Codes,

Benefits and Deductions Process Concurrent Pay Runs Increased Flexibility with multiple

garnishments

Exclude Inactive Employees in Lookups

Secondary Status Codes

Map amounts to multiple W-2 boxes for Pay Codes, Benefits and Deductions

Track Fiscal Year Values for Pay Codes, Benefits and Deductions

Increased Flexibility with multiple garnishments

Tips and Tricks in GP Questions & Answers