Sales Forecasting and MRP in Dynamics GP

This video shows a simple example of how to use Sales Forecasting and MRP.

I used Sales Forecasting to set up the demand in GP. The finished good item has estimated sales volume out 12 months into the future. I could have easily added other items, or changed the forecast bucket size and period. The sales forecast is set up to be included in the MRP calculation.

I ran the MRP regeneration and showed the suggested Manufacturing Orders and suggested Purchase Orders that are generated by the MRP process.

Entering Landed Cost Invoices

Every time this issue comes up, I have to figure it out, again; how do you match a landed cost vendor's invoice to the receipt. The trick is to check the "LC" (Landed Cost) check box on the entry line.

Once you do that, you can look up the "Item" and you will see the landed cost items, not your inventory item master file. Select the landed cost item you want to invoice, and then click on the expansion arrow next to the "Matched to Shipment" field label.

Here's an example:

These are the landed costs applied to the receiving transaction:

These are unmatched landed costs for the "Insurance" item, from two different receipts. Find the receipt you're looking for and check the "Match" box.

Now the landed cost item from the receipt has been matched to the vendor's invoice, and it is ready to post.

Mariano Gomez explains the details of the accounting issues associated with various options.

Take a look at my short video to see this in action.

Installing Office Smart Tag Manager

Smart Tags offers a good way to extend Dynamics GP beyond your GP-user base. Access to the information can be easily secured using Windows security, and there is no additional licensing required.


My previous post discusses some of the basic functionality of Smart Tags, from the user's standpoint.

The Microsoft Office Smart Tag Manager for Microsoft Dynamics GP 10.0 page is a good place to start if you want to try it out.


I put together this little video to show you how easy it is to install and setup.


If you're not using Smart Tags, you should at least try it out and see if your non-GP users like it.

Advanced Cross-Ship with Returns Management in Dynamics GP

The trick with cross-ship customer returns is to make sure that the replacement item you send out in advance of the return item, is properly accounted for and controlled. The Returns Management module helps control this process and automates some of the necessary transactions.

This video shows how easy it is to process a cross-ship return, and the control aspects that are part of the module.

The Returns Management module processes other types of standard customer returns as well.

Creating New Contracts from SOP in Dynamics GP

Sales Order Processing and Contract Administration are integrated to easily create new contracts and new contract lines based on invoices in the SOP module. Typically new contracts created in this manner would be for service agreements covering an extended period of time, and related to the item sold on the SOP Invoice.

Subsequent invoicing and revenue recognition tasks associated with the contract are easily completed with existing functionality in the Contract Adminsitration module.

Using SharePoint to Assist with Monthly Closing in Dynamics GP

This video shows how an accounting department might use SharePoint to help control their month end closing process. Here we are using document libraries to store and share documents, provide check-in, check-out version control, and to run simple workflows to ensure proper approval and oversight.

Inventory Cycle Counts

The best way to maintain an accurate inventory is to continually count your inventory. That is, count part of your inventory every day, and count each item several times per year.


Dynamics GP has an easy to use process that will assist you in making cycle counts. There are basically two steps:


Create a Stock Count Schedule (Transactions >> Inventory >> Stock Count Schedule)


Complete and post a Stock Count Entry (Transactions >> Inventory >> Stock Count Entry)


There are a variety of ways to create a Stock Count Schedule. You will want to use the “Mass Add” feature on the Stock Count Schedule screen. I’m guessing these are the three most popular ways to select items to include on the Stock Count Schedule:


ABC Code (Run the ABC Wizard to assign codes to items: Tools >> Routines >> Inventory >> Item ABC Analysis)


Item Class


Next Stock Count Date (Set up the Stock Calendar: Tools >> Setup >> Inventory >> Stock Calendar, and assign the “Next Count Date”: Cards >> Inventory >> Count Cycle Assignment)

Once you've created the Stock Count Schedule, you will click the "Start Count" button to activate the count. You will be prompted to print out the stock count sheets. When the count is activated, a "snapshot" of the inventory quantities for the items is saved. The actual count results will be compared against this "snapshot". This is a big advantage, because it will allow normal activities in GP to continue while the count is being completed, entered, and analyzed. You will need to be mindful of the physical movement of goods so that the count results are not adversely affected.

The actual results are entered into the Stock Count Entry screen. This entry screen can be saved and reopened to allow for entry and analysis of results as soon as they are available. The "Unposted Trx" and "Trx History" buttons, open transaction queries that can help you find track down discrepancies caused by timing issues and errant stock movement.

Once you have completely entered your count results and analyzed variances, you can process the entry; the variance transaction will be created, and the count items will be released for the next count.

This is a good way to keep up on your inventory counts. Try it out.

See my video to see it in action.

Analytical Accounting in Dynamics GP - Simple Example

This video shows how to create simple dimensions using Analytical Accounting to capture additional information about transactions and to improve data analysis.

Miscellaneous Checks

Clients and prospects often ask whether they can create payables checks without having to enter a new vendor. You can, using the Miscellaneous Check function. This function is somewhat orphaned in the Financial series. It will create bank reconcilation and general ledger transactions.

From the online documentation:

"You can create individual checks to make a one-time payment when you don’t want to create a vendor record for the person or business you’re paying. Use the Miscellaneous Check window to print checks for one-time purchases that are not recorded as transactions anywhere else. You can print and post a check from this window, or you can post checks from this window without printing them."

Navigate to the Miscellaneous Check screen:

Transactions >> Financial >> Miscellaneous Checks

How to Create a Simple Extender Window in Dynamics GP

This short video shows you how to easily add an Extender window in GP.

Tips from the NOC - GP 10 Service Pack Installation Time Saver

If you have been around Great Plains for awhile you might remember that in versions previous to GP 10 you could run GP without having to actually install the software. This made rolling out the client to lots of workstation very quick and easy. All you had to do was;

1. create an ODBC connection to the SQL Server

2. copy the GP folder to the workstation and create a shortcut to dynamics.exe that references the appropriate dynamics.set file

All you really had to do was one installation and then follow the above steps to get the client out to your workstations. One installation can take 15 minutes. You can image the time savings of having to do only one install if you had 30 workstations that needed GP.

So, along comes GP 10.

The GP 10 client won't run out of a folder like GP 9 because it needs the Windows registry as well as some new DLL's that have to be registered on the workstation. Unfortunately, there is no way around having to install GP 10 on every workstation that needs to run Great Plains. Major bummer, I know! Don't worry, there is a silver lining to this post.

If you have come to this blog after testing a GP 10 service pack you might already know that it took 10-20 minutes to install depending on the performance of your test workstation. Now you still have to run GP Utilities to start the database upgrade which could take hours depending on how much data you have. If you are part of the team doing the service pack implementation, you have a long night ahead of you. Here are some tricks to save yourself a lot of time.

Let me state the obvious before getting into the weeds. MAKE SURE YOU HAVE GOOD BACKUPS BEFORE DOING ANYTHING!!!

Also, build yourself a test environment. This isn't as complicated as it might sound. If you only have one server install another instance of SQL then install GP 10 on a test workstation with an ODBC connection to the new instance of SQL. Now you have a test environment! Easy.

See a previous blog on doing a parallel upgrade

http://www.rosebizinc.com/gpblog/2008/12/how-do-you-install-large-number-of.html

1. On your test workstation install GP 10. Overwrite the GP folder of the new installation with a copy of a production GP folder. This will ensure you Dexterity codes matches your production database version. Install the appropriate service pack. Keep a copy of a the production GP folder prior to running the service pack install so you can roll back if necessary. Make sure to keep a copy of the GP folder when doing the production rollout as well.

2. Restore a backup of your production GP data (DYNAMICS and company databases) to the new instance of SQL. Copy all SQL logins from the from the original SQL instance to the new instance. http://support.microsoft.com/kb/246133

3. From the test workstation launch GP utilities and start the upgrade. So far, pretty standard.

4. Now for the good stuff. Once you have your test workstation working with the new service pack and you have THOROUGHLY tested everything you can now do your production rollout which you can do in 6 easy steps.

1. Once all users are out of the production GP, backup and restore your production databases to the new instance of SQL.

2. Launch GP utilities on your test workstation and upgrade your databases again.

3. While the upgrade is running, create an ODBC connection on all of your workstations to the new instance of SQL.

4. When the upgrade is finished and successful, including modified forms and reports, launch GP from the test workstation and test.

5. If testing is successful here is how to save yourself 7.5 hours to get the service pack on all 30 of your workstations.

6. Copy the GP folder on your test workstation and overwrite the GP folder on your production workstations. Make sure your users login with the correct ODBC connection which points to the new SQL instance. Done!

You now have applied a service pack to your GP installation and all workstations. If you assume a service pack install takes 15 minutes, which is pretty optimistic, you just saved yourself about 7 hours! You have also not changed the state of your production data if an emergency roll back is necessary since you cut over to a new instance of SQL and you kept a copy of you original GP folder.

****Asumptions for this example****

1. Installation path of GP on all workstations is the same

2. All modified forms and reports are centrally located (stored on the network not locally on the users workstation)

3. OLE notes are centrally located.

Backup, Backup, Backup your Dynamics GP System

I've been a lazy blogger the past month or so. Seems like my writers block coincided with our move to our new blogging location on RoseBizInc.com so hopefully this entry will get me back in the spirit. If I fail miserably to excite, inspire, inform or educate anyone who reads these blogs please don't tell me so. I'd rather live in a spirit of happy ignorance than to really hear your true opinion.


Had an interesting happening a few weeks ago. Had a client that has project accounting, purchasing etc. We were seeing some rather interesting results in the POP module so we ran check links on the purchasing transaction table. No problem. We then ran it on the purchasing historical transaction table and let it run during the night. Looked at it in the morning and noticed a check links report that had 4500 pages of removed historical transactions. Yikes. If you don't know GP:


1. Why are you reading this blog

2. That is not a good thing

3. Check links is sometimes refered to as "Break Links". It's a tool used to verify data in the tables and will either say it's all good, add back in info that's missing, or remove data not needed.


So no sweat, lets restore to last nights backup. System guys says, cool, I'll let you know when it's restored. Now in this situation what would be the worst possible thing that you could hear when you pick up a call from the systems guy. In my case it was "uh, we got a problem." Turns out they have been doing backups to the same tape drive for the last month. Each night it wrote over the previous nights backup. And when they went to restore the backup some how they managed to delete their one and only backup for the last month and a half. Turns out the guy responsible for backups was in Costa Rica on vacation for another week so.... It's funny now that I look back on it.


There's more to the story but I'll leave this post with a moral:


When in doubt (or even if you are not), BACKUP, BACKUP, BACKUP your Dynamics GP system. Here is an older post I did about backing up GP in case you want to make sure you are backing up all aspects of your GP system.

“Record Source” Option in Integration Manager

I created an Integration Manager integration to import general ledger transactions into GP 10. This is easy stuff, but I could not get it to work. All I was able to import was the transaction header; no detail records. I figured there was a new trick I was missing. There was!

In GP 10, in some of the destination adapters, you must specifically identify the record set from which you want IM to pull the data. In prior versions you could use “Default” and generally be OK.

Here’s what I had to do:

My basic integration:



Integration mapping:

For this adapter, to identify the proper record set, open up the “Entries” folder and click on the Options tab. In the Source column, select the appropriate record set.

That’s it. Easy; but troubling if you don’t know about it. This issue exists in other adapters, so make sure you check it out.

Transaction Matching in General Ledger

The General Ledger in Dynamics GP allows you to link together posted transactions for enhanced control and reporting. This might be helpful if you have adjusting transactions and want to associate them in GP to the corresponding original transactions. Transacion Matching is easy to use.

First you will want to review the set up: Tools >> Setup >> Financial >> Transaction Matching.

To create a link to matching transactions go to: Transactions >> Financial >> Transaction Matching. In this screen you will lookup the account numbers for the transactions you want to link together, and then select the individual distributions within the account that you want to link. You can choose to require the links to balance in dollar amount, or not. See the setup.


Because in the above screen you cannot view the linked transactions unless you know the account numbers, you will want to print the link report by clicking on the printer icon. This is a sample of the report that will be created:

Once the transaction links have been saved, they may be viewed in this screen: Inquiry >> Financial >> Transaction Matching by, (Link Number, Account, or Group)

The Transaction Matching functionality offers a quick way to add additional documentation to General Ledger transactions, and it is easy to use.