I have a Distribution Client who uses Sales Order Processing (or SOP) in Microsoft Dynamics GP. As this client fills orders, they handle each order one at a time. In this video I demonstrate how I suggest using batches to save time in the following areas:
- Transfer from Backorder to Order
- Printing Orders and Packing Slips
- Transferring to Invoices
- Printing or emailing Invoices
- Posting Invoices
If you use Deposits, or any of the fields at the bottom of the invoice, you’ll need to make sure you do this. A Good practice is to always select to include Totals and Deposits!
From GP HELP
- If you are using sales quote workflow, quotes must be approved or they won’t be transferred. If you are using customer credit limit override workflow, orders, fulfillment orders, and invoices must be approved or they won’t be transferred. You can transfer documents that don’t need approval.
- If you mark Back Order All or Back Order Balance, the back order for these quantities won’t be created when you transfer the original document. You must open the new document and transfer it to a back order.
We all need to remember that sometimes altering our business processes slightly can save us time and make us more efficient. Do not get trapped in the “We’ve always done it that way” routine!
Belinda (the GP CSI) AllenBelinda@saci.com917-445-9070
My Friend and fellow Microsoft Dynamics GP MVP, Mark Polino write an amazing book. I thought I would share my review with you. If you use Excel, you should consider adding this book to your bookshelf!
This is a great step by step guide for a tool that almost everyone owns and uses, “Excel.”
I’m excited to have this book in my library. Pivot Tables are such a powerful tool, and this book guides readers through steps that are both easy to understand and duplicate. With the focus being on Excel 2013, this is a great tool for any Excel user.
As I started writing this review, I made notes of my favorite topics and found too many to list here so I just grabbed my top 5:
- Security
- Manual vs. Automatic Refresh
- PowerPivot
- GP Drillbacks
- Conditional Formatting
This is a Great Excel Resource!
More InformationBelinda (the GP CSI) AllenBelinda@saci.com917-445-9070
My friend, and editor of www.MSDynamicsWorld.com, Jason Gumpert attended Microsoft Dynamics Convergence in New Orleans a couple of weeks ago. He sat 5 Microsoft Dynamics GP MVP's (myself included) down for a chat during the conference. As will happen we get together, there was a lot of laughing, joking and talk of Microsoft. Luckily for Jason, he brought a recorded so he documented snippets of our conversation.
Left to right: Jon Lowther, Leslie Vail, Me (and my Surface Pro), Mark Polino, Dara Polino (Mark's Wife and personal MVP) and Jivtesh Singh.
Below is a link to his article:
http://msdynamicsworld.com/story/microsoft-dynamics-gp-mvps-reflect-convergence-2013-experience
Belinda (the GP CSI) AllenBelinda@saci.com917-445-9070
What an exhausting day at Microsoft Dynamics Convergence for GP, SL, NAV, AX and CRM. Whew. I’ve attended quite a few sessions today and have filled my head with all kinds of ideas I can share you all in the coming weeks.
I started the day today having a very early breakfast with my fellow MVP’s attending Convergence this year. It was a great chance to meet and re-kindle relationships with other Dynamics people.
Then it was off to a deep dive in Project Accounting, then 50 tips for Dynamics GP, a session on the benefits of joining GPUG (GP user Group) and finally creating Dashboards with Excel.
Microsoft’s Jared Hall showed GREAT dashboard that is available for free on the Microsoft website.
http://blogs.msdn.com/b/gp/archive/2012/11/06/business-intelligence-investigation.aspx
Above is the link to the Microsoft blog where you can download this cool tool. One of the tabs provides you with instructions on how to set it up. Yes, it’s FREE!
I used this same dashboard (with ratios and CRM data removed) during my session yesterday “GP for Prospects.”
Belinda (the GP CSI) AllenBelinda@saci.com917-445-9070
This first day of Spring I am attending a great session "Deep Dive on Microsoft Dynamics GP." In the session with me are two fellow MVP's Mark Polino and Jivtesh Singh.
Sandra Dodge and Abby Moore are doing an amazing job showing us cool features that we all should be using in Project Accounting, some new and some not so new.
- Accruals on Projects
- Periodic Budgets
- Mass adding of new Cost Categories
- Useful Project Inquiry Windows
- Combined History
- Third Party Billing
- Explaination of Project Tables
- Transaction Adjustments
- SmartList & SmatList Builder
Overall great session for Project users. There is one customer in the room with over 200,000 projects in PA. Cool!
Let me know if you would like blog videos showing these features!
Belinda (the GP CSI) AllenBelinda@saci.com917-445-9070
While attending the Microsoft Dynamics Convergence Keynote here are some really cool things announced:
- There are 11,500 people attending the Microsoft Dynamics Convergence.
- Over 400 Convergence attendees have volunteered their time to paint, plant and build the local community of New Orleans.
- Heard lots of great Microsoft Dynamics Customer stories.
From the mouth of Kirill Tatarinov, Microsoft and You (an Us) are in this together!
Belinda (the GP CSI) AllenBelinda@saci.com917-445-9070
I just saw a Great Video from Microsoft Dynamics GP Customer Shock Doctor. They are sharing how they used Microsoft Dynamics GP tools to acquire a new company and in less than 90 days had all the data from the new company absorbed into the Dynamics GP. Very Cool. Thanks Shock Doctor for sharing your story!
https://www.shockdoctor.com/
Belinda (the GP CSI) AllenBelinda@saci.com917-445-9070
Today it all begins. Microsoft Dynamics Convergence for GP, NAV, AX, SL and CRM. We are all meeting in New Orleans, LA this year. As I sit here on the Convergence Floor looking at all the exhibitors setting up their booths and watching the young employees of the Microsoft Retail Store employees dance to Xbox games my excitement is building.
We start today with events from GPUG and then a reception tonight.
I’ll be blogging frequently over the next few days on the sights, sounds and smells of Convergence! So if you cannot attend, you can attend virtually with me.
Belinda (the GP CSI) AllenBelinda@saci.com917-445-9070
So I am sitting here at the Microsot Partner Pre-Game for Microsoft Dynamics Convergence talking with MVP Jivtsh Singh and Microsoft Aaron Donat (King of the Web Client) discussing the Upcoming Service Pack for the GP Web Client. There are some new cool features coming; resizing of windows, better printing, keyboard shortcuts and autocomplete. I am so excited!! It's going to be an exciting week here in New Orleans.
Belinda (the GP CSI) AllenBelinda@saci.com917-445-9070
Microsoft Dynamics Quote Expiration Date (with video)
OK, so you use Microsoft Dynamics GP Sales Order Processing (SOP) and you send Quotes to customers and prospects using this module. Did you know you can use Expiration Dates on Quotes? Do you know how to work around Expiration Dates on Quotes? Do you know how to manage Expired Quotes?
I do recommend using expiration dates for Quotes as a form of protection against changing prices. Expiration dates do print on Quotes by default so there is very little extra work involved in setting them up.
Where do you setup the default number of days until expiration?
Let’s start by setting up a default number of days for a quote to expire. This is handled by going into the Sales Order Processing Setup window.
Microsoft Dynamic GP ~ Tools ~ Setup ~ Sales ~ Sales Order Processing
Select the “Sales Document Setup” button in the bottom left corner and select “Quote” from the dropdown list. Pull up the first Quote ID that you want to enter a “Day to Expire.” You’ll see this is the third field from the top. If you want your quote to expire in 30 days enter 30, if you want your quote to expire in 90 days enter 90 and so forth.
Please note:
- These are calendar days not business days.
- This is just the default, you can edit expiration dates on individual quotes as needed.
- If you leave this “0” then your quotes will not default with an expiration date.
- You’ll need to set this up for each Quote ID you use that will have an expiration date.
- This will NOT setup expiration dates for existing Quotes, for those you’ll have to manually setup an expiration date. See the section below called “Where do you setup or change the expiration date on a specific quote?” to see how to achieve this.
- If you watch the Video you can see how I quickly access this “Quote ID Setup window without going through the menus.
Save your work!
Where do you setup or change the expiration date on a specific quote?
If you want to edit the date for a specific quote, open the quote in the Sales Transaction Entry Window.
Transactions ~ Sales ~ Sales Transaction Entry
Make sure the “Type/Type ID:” field is set to Quote and pull up the Quote in the “Document No.” field.
Click on the Date Expansion field. This will be the blue arrow to the right of the date field in the top right corner of the Sales Transaction Entry window. On the left side you’ll see Quote Date (which is dimmed out as it pulls from Sales Transaction Entry window itself.) Under the Quote Date is the Quote Expiration Date. You can edit the date here. If you leave it blank (all zeros will show) then there will be no expiration date.
Click OK to close the Sales Date Entry window and save your Quote.
How can you transfer an expired quote to an order or invoice?
The short answer is that you CANNOT transfer a quote to an order or an invoice. You can however, change the expiration date and then transfer the quote.
To change the expiration date, see the section above titled “Where do you setup or change the expiration date on a specific quote?”
How do you manage expired Quotes?
The easiest way to manage Quotes by expiration dates is with SmartList. Out of the box there is a SmartList object under Sales ~ Sales Transactions entitled “Quotes Expiring This Week*”. This object uses 3 criteria:
- Quotes only
- Unposted Sales Documents only
- Expiration Dates that fall between the beginning of the week and the end of the week.
You can edit and save this object to fit your own needs, even placing this favorite in your reminders with a “Remind me when” the “Number of Records” “is greater than” “0”. If you choose to “Display as a cue” you’ll have that great visual reminder on Quotes that might deserve some extra attention to try and land that sale.
Since this is an object “out of the box.” It is also available as an “Excel Refreshable Report.” This means you can extend the benefits of Quote Expiration dates to non-traditional GP users. Talk to your Microsoft Dynamics GP Partner (VAR) about how you can this.
Of course most Sales Transaction SmartList objects and Excel Refreshable Reports should have the Quote Expiration Date available, so you’ll have some great reporting and sales forecasting opportunities.
Summary
The attached video shows me looking at a Quote with no expiration date and an expired Quote. I show you where to change the default for “Days to expire” and I change the expiration date so I can transfer the Quote into an Order.
Using Expiration Dates with Quotes can help you keep better track of Quotes, potentially increasing your sales; with very little extra work involved.
Belinda (the GP CSI) AllenBelinda@saci.com917-445-9070