Belinda Allen, Smith & Allen Consulting, Inc. (SACI) aka Belinda the GP CSI.  Microsoft Professional, MCT and MVP.describe the imagedescribe the image

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This is all about how I use GP, based on what I learned in my investigations with clients...

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Use Microsoft Dynamics GP Navigation to print SOP Invoices (video)

  
  
  
  
  

Ever need to print to Microsoft Dynamics GP Sales Order Processing multiple Invoices at the same time that were NOT in sequential order?  Use the Navigation Lists to do just that.

In this video I will show you how to create a Custom Navigation List that shows ONLY unposted (or Work) Sales Order Processing (SOP) transaction documents.  Then you can select which invoices (or any other document) you want to print and print them together, at one time.

The best part is that by saving this list, you have the ability to reuse it over and over, saving you time.

This sample principle applies to printing historical documents as well.  It’s the only way to print more than one historical (or posted) invoice at a time.

Steps to Achieve this:

  1. Open the Sales Series from the Navigation Pane (within Microsoft Dynamics GP.)
  2. Double Click on the Navigation List for Sales Order Transactions to open.
  3. Above the List View Window click on the List Title that reads “Sales Order Transactions (read only)” to get the drop down list.
  4. Choose Save As
  5. Give the List a new name and click OK.
  6. Above the List View Window click on the green plus sign “Add Filter” so the red X and the “Where” line shows up (above the green plus sign.)
  7. Leave the option for “Where” rather than “Where Not”.
  8. Change “Date” to “Status”.
  9. Leave “Is” rather than “Is Not.”
  10. In the blank space after “is” click and you will see it become a drop down list.  Choose Work (for Unposted and History for Posted, depending on what you want to see.)
  11. Click on the arrow to the right of “Work” to apply the filter.
  12. Save by repeating step 3 and (which no longer reads “read only” but “not saved”) and select “Save” from the drop down menu.)
  13. If you want to narrow down further (like I chose to just see Invoices), repeat step 6 and 7.
  14. Change “Date” to “Document Type”.
  15. Leave “Is” rather than “Is Not.”
  16. In the blank space after “is” click and you will see it become a drop down list.  I am choosing to click in the box next to Invoice.  If you want to see more than one document type, simple click which ever box corresponds to the document you want.
  17. Click on both (one at a time) right arrows to “apply filters”
  18. Save by repeating step 3 and (which no longer reads “read only” but “not saved”) and select “Save” from the drop down menu.)
  19. Celebrate your victory!

I celebrate my Microsoft Dynamics GP victories with cheesecake for Juniors in New York City.

mmmmm...  Devi's Food Cheesecake for Juniors NYC and a big ice tea!

     You now have a custom Navigation List that you can use in the Navigation Pane, Business Analyzer or even put in your shortcuts.

    Belinda (the GP CSI) Allen
    Belinda@saci.com
    917-445-9070

    Why do we have to age Dynamics GP Receivables?

      
      
      
      
      

    I frequently get asked "Why is there a separate step to age Microsoft Dynamics GP Accounts Receivable?"

    Believe it or not, it's actually a benefit to you.

    I have a client who charges their customer a finance charge for all invoices 30 days or older; however experience tells them that many times they charge finance charges, only to receive the payment within a day or two causing them the extra work of writing off the finance charge.

    We worked together and created a very smart plan. We change the aging periods from 1-30 to 1-45, then age and charge finance charges for invoices over 45 days old. We then change the aging period back to 1-30 and age again. This method, only ended up charging finance charges for invoices over 45 (even though their customer is expecting over 30)days old.

    There are many reasons you may want or need control over aging, and with GP you have it!
    Belinda (the GP CSI) Allen
    Belinda@saci.com
    917-445-9070

    Is your Dynamics GP GL Cash Balance Right?

      
      
      
      
      

    We all know Reconciling our cash to the Bank is important, and if you are using the Microsoft Dynamics GP Bank Reconciliation Module... YOU'RE A HERO! But, it is equally important to make sure the sub-module of Bank Reconciliation (BR) balance the GL accounts for the cash in the General Ledger (GL.) Remember we can prove the BR balance, and the BR proof is the GL proof; so this is VERY IMPORTANT!

    This is super easy to achieve, open the checkbook card (Cards-Financial-Checkbook) and look at the amounts in the top right hand corner. The top one is what the bank account balance and the bottom is the GL balance. They should be the same!

    If they vary there are 2 possible (non-problem) reasons.
    1. The cash receipts were entered in Receivables and posted (therefore updating the balance in the GL) but not put on a deposit in BR (not updating the bank balance yet.)
    2. Checks were printed in the Payables module (therefore updating the BR module) but the batch was not posted yet in the GL (not updating the GL balance yet.)

    Make sure all GL batches are posted and all BR deposits are made, check your balances again. They should match now. If not, you have some research to do!

    If you check this everyday, you'll keep things in balance. Making your life easier and your annual audits more painless! This is too easy of a step to do daily and it could save you hours of consultant costs and agony.

    If any of you followers want more detail on where to look for discrepancies!

    Belinda (the GP CSI) Allen
    Belinda@saci.com
    917-445-9070

    Where does your cash go? See with Microsoft Dynamics GP

      
      
      
      
      
    As a user, my business partner was always asking "Where does our cash go?" With the use of smartlist, I was able to efficiently answer that question. To give him a year or month's worth of data was basically the same as saying "I don't know." It's too much information to process easily. So what did I do?

    I created a smartlist in Microsoft Dynamics GP for the operating bank account, and as I reconcile to the bank (which I do almost daily) I send him a list of everything that was entered since I last reconciled. This is a MUCH smaller list of data and it's more easily digested and answers his questions just the same.

    If you chose to do this, do not create your restriction based on transaction date, as today I may be entering something from yesterday or something for tomorrow. Instead use "POSTED DATE" which is the actual date the transaction was posted. This way you are giving a list of all transactions that was posted since the last bank reconciliation, regardless of the transaction date. Also, for consistency, use the previous day as the ending date because you may be posting something else today but yesterday is completed forever! This concept works even if you do not reconcile to the bank daily.

    The next time someone says "where does our cash go?" Answer "Let's watch it together for a while and see!"
    Belinda (the GP CSI) Allen
    Belinda@saci.com
    917-445-9070
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