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Saving Keystrokes in GP

Monday, August 22nd, 2011

Would you like to save keystrokes?  Mouse less?  Here are a couple of shortcuts you can use in Dynamics GP.  Some of them you may remember from one of my earlier blog posts.

 

Sales Order Processing Quick Print

When printing an invoice in Sales Order Processing, the typical key strokes are:

 

1)    Click printer icon

2)    Select which documents to include

3)    Click Print

4)    Select printer or screen

5)    Select number of copies

6)    Click ‘OK’

 

With Quick Print the key strokes are:

1)    Click ‘CNTRL’ and ‘Q’ buttons on your keyboard simultaneously and watch the clicks happen automatically!

 

How to setup Quick Print:

·         Open the Sales Transaction Entry window – Transactions>Sales>Sales Transaction Entry

·         Click on ‘Options’ from menu

·         Select ‘Quick Print Setup’

·         Mark options as applicable

·         Click ‘Save’

 

Quick Links

Quick Links are found on your home page in GP.  A quick link allows a user to access a window/web site/external program with one click rather than using the drop down menus.

 

How to setup a GP Window Quick Link:

·         Go to Home Page

·         Click on ‘Change Details’ in the Quick Links area

·         Click on ‘Add’ button

·         Select ‘Microsoft Dynamics GP Window’

·         Navigate through Menu group and Categories/commands to select the Quick Link destination

·         Click ‘Ok’

·         Click ‘OK’

·         Refresh Home page to see new Quick Link in your Quick Links list

 

Shortcuts

Shortcuts are similar to Quick Links, but they reside in the Navigation Pane in GP.  The functionality is the same as a Quick Link.  Once click on the shortcut and you arrive at your desired location!

 

How to setup a Shortcut

·         Click on ‘File’ in the window you would like to create a short cut for

·         Select ‘Add to Shortcuts’

·         Short cut will now show in your Navigation Pane

 

To remove a short cut simply right click on the shortcut and select ‘delete’ from the list.

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Posted in Best Practices, Dynamics GP, Tips 'n Tricks |

What can a Dynamics GP Light User do?

Monday, August 1st, 2011

There’s been so much buzz about Dynamics GP Light Licenses lately, and why shouldn’t there be?  When you have the ability to access data, turn it into business intelligence and deliver insight to your team, we would be putting our head in the sand by not asking about it.

 

Understanding and complying with Microsoft’s licensing rules requires some education, but it’s not complicated when limited to Dynamics GP.   

 

What can a Dynamics GP Light User do?

·         Perform real-time analyses with refreshable Excel reports

·         Access the library of key metrics via SQL Server Reporting Services – Charts, Metrics, KPI’s

·         Gain insight using Analysis Cubes

·         View financial statements with Management Reporter

 

How does the Light User access this information?

·         Using a web browser, Light Users access information through SharePoint, including:

o   Role Center Dashboards

o   External Lists

o   Business Portal Applications such as Time & Expense and Requisition Management

o   Workflow Approvals

o   Enterprise Search

 

Why buy a full Microsoft Dynamics GP User License when you can get a Light License and real time data for under $200? (What CAN’T a GP Light User do?)

·         A GP Light User can NOT log into the GP Application or perform any tasks within the program.

 

How do you know when you need a Light License in order to be in compliance?

·         GP Light Users are perfect for a non-GP User who is accessing a report, query, or application that uses the Dynamics databases, for example:

o   Executive Centers and Dashboards

o   Excel Reports (Smartlist Builder and Microsoft Excel Reports)

o   SSRS, Crystal, and other reporting tools

o   Visual Studio, Access, or other development applications that produce or update GP data

o   Workflow in Dynamics GP

o   Business Portal’s Order Management and Requisition Management

o   Payroll and HR Self Service suite

 

Still not sure?  Contact us today to get the answers you need to take advantage of the price and opportunity to deliver intelligence rather than meaningless data.

 

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Posted in Best Practices, Dynamics GP, FRx / Reporting, Microsoft, Technology |

Recurring Payables Batches

Tuesday, July 19th, 2011

Have you discovered this time-saving trick -  Recurring Payables Batches?  If you enter any transactions that recur on a predictable schedule, with the same amount, payees, and terms (think: Rent, Parking, Insurance), then this will be your new favorite time-saver. 

a.       Go to TransactionsàPurchasingàBatches.  Enter a Batch ID that suits the recurring transactions, something like MONTHLY.

b.      Select Payables Trx Entry as the Origin

c.       The Frequency field determines how often this batch will be posted.  For a  recurring batch, select one of these options:

                                                               i.      Biweekly (once every two weeks)

                                                             ii.      Semimonthly (twice a month)

                                                            iii.      Monthly

                                                           iv.      Bimonthly (once every two months)

                                                             v.      Quarterly (once every three months)

                                                           vi.      Miscellaneous (Use the Days to Increment field to specify frequency)

d.      Enter the posting date that corresponds with the next time you will need to record these transactions. 

e.      Select the correct Checkbook ID.

f.        Enter Alt-R or click on the Transactions button.

g.       Any transactions you enter and save in this batch will be saved in the WORK table until posted, when they will be moved to OPEN until paid.  There will now be transactions dated for the next recurrence in the WORK table.  You can go back into the Payables Batch Entry window, open up your MONTHLY batch, and the transactions will be there with the appropriately incremented posting date. 

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Posted in Best Practices, Dynamics GP, Specific GP Modules, Tips 'n Tricks |

Time-saving Tricks in Dynamics GP

Monday, June 20th, 2011

Grouping tasks into similar groups is a basic organizational tool.  For us bookkeepers, that means on any given day we will enter a pile of bills, record cash receipts, and generate sales invoices – each task requiring multiple entries with repetitive keystrokes and mouse-clicks.  I find any little trick to make these transactions go more quickly is a welcome addition to my toolbox.  Here are some of my favorite tips that increase efficiency:                    

1)       In any date field in Dynamics GP, users have the option of clicking on the calendar and navigating to the desired date or using the keyboard to manually enter the date.  If the desired date falls within the same month and year as your user date, you can just enter the DD portion of the MM/DD/YYYY format and the year and month will be completed by the system.  For example, if your user date is 06/20/2011, and you are entering a transaction dated 06/10/2011, all you need to type in the date field is 10, tab out of the field, and voila!  The date will read 06/10/2011. 

 

2)      Similar to tip #1, if the desired transaction date is within the same year as the current user date, all you need to type is the MMDD portion (skip the slashes!) and the YYYY will be completed by the system.  For example, if the user date is 06/20/2011 and your desired transaction date is 02/25/2011, all you need to type is 0225 and the date will read 02/25/2011. 

 

3)      Ever notice long it takes to load up the Checkbook Register Inquiry window?  Try this:  Enter the date range first, THEN select the Checkbook ID. 

 

4)      Keyboard shortcuts!  The less I have to move back-and-forth between keyboard and mouse, the faster every transaction gets entered. 

a.       Alt-R is the magic keystroke to open the Payables Transaction Entry window from the Payables Batch Entry window

b.      Alt-S opens the Cash Receipts Entry from the Receivables Batch Entry window, then use Alt-Y to open the Apply Sales documents window.

One of the best resources for new tips and tricks is from other users.  I highly recommend a GPUG (GP User Group) membership. GPUG’s community uses a variety of tools to share information, tips and tricks and best practices.  If you want to get the most out of Dynamics GP, GPUG is a great place to learn how.

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Posted in Best Practices, Dynamics GP, GP User Group, Tips 'n Tricks |

SmartList Export Solutions for Dynamics GP

Tuesday, May 31st, 2011

If you use SmartLists in Dynamics GP, you have most likely used the Excel button to export a SmartList to Excel.  What you may not know is that there is another option called SmartList Export Solutions that is available for you to use.

Examples of things you can use Smartlist Export Solutions for are to automate totaling and formatting of SmartList data in an existing Excel Spreadsheet.   And you can export SmartList Data to the same spreadsheet over and over again.  You also gain additional functionality by being able to use macros that automate various tasks like clearing data from an existing spreadsheet, creating a new sheet within a workbook before adding data, adding up columns etc..

To Setup a Smartlist Export Solution

1)      You’ll want to save a SmartList with the columns you want, as a Favorite

2)      Export your Favorite SmartList to Excel

3)      Save the Excel Spreadsheet to the location of your choosing  and close out of Excel

4)      View your Favorite SmartList in Dynamics GP

5)      Select Smartlist>>Export Solutions from the Menu

a.       Name:          Enter a Name to identify the Spreadsheet that you will be exporting to

b.      Document:                 Enter the Path or browse to where you previously exported and saved the SmartList in Number 3

c.       Preparation and Completion Macro:  If you added a macro to the Excel File enter those names here

d.      Visible To: Enter who you would like to be able to use/see this solution

e.      Application:  Select Excel

f.        Works for Favorites:  Check the box next to the Favorite that this solution is associated to

g.       Save and Close the Export Solutions window

Back at the SmartList window open your Favorite SmartList

1)      Click the Excel Button

a.       You will now have an additional choice of Export Solution (Quick Export is the usual way of exporting a SmartList)

b.      Click Export Solution and your spreadsheet will open

                                                               i.      If you created a before and/or an after macro these will run ahead of and/or after your is exported

It can be that simple, or you can design macros for different tasks like creating pivot tables etc..  This gives you quite a few more options when exporting SmartLists to Excel, especially when you do the same type of export month after month, and this should save you lots of time once the solution is in place.  Happy Exporting!

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Posted in Best Practices, Business Process Knowledge, Dynamics GP, Specific GP Modules, Support, Technology, Tips 'n Tricks |

Sometimes the solution is more complex than the problem

Tuesday, March 3rd, 2009

Software solutions should reduce the complexity that we are “exposed to.” When it all boils down, that is the expectation; that is the sales pitch; it is the input to the ROT (Return-On-Investment) calculation. They should hide the complexity and repetition from your staff, increasing efficiency and accuracy.

Often, initially, that is what it looks like. As things progress though, the underlying complexity is often revealed again causing all sorts of problems that kill the value of the project. Sometimes these issues can even imperil an organization’s ability to function, because what was a ‘difficult process’ has now become impossible. (more…)

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Posted in Best Practices |