GP

Microsoft Dynamics GP 2013 Fixed Assets Enhancements

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Compared to the older version Microsoft Dynamics GP 2013 has come up with lot of additional enhancements in Fixed Asset module some of them are listed below

Historical depreciation amounts

By marking the Reset History in Detail option in the Fixed Assets Company Setup window, each depreciation transaction taken for an asset in closed years will have an offsetting transaction created. If the Reset History in Detail option is not marked, a summary transaction is created in the last period of the most recent closed year for all depreciation taken for the asset in closed years.

Fixed Assets Depreciation Detail and Fixed Assets Depreciation Ledger reports

When printing the Fixed Assets Depreciation Detail report or the Fixed Assets Depreciation Ledger report, you can enter a cutoff date and have the depreciation amounts calculated through that date. For example, if you select End of Previous Month, the report includes depreciation transactions as of the last day of the previous month. This allows you to print the report using a defined historical date.

Book Setup window update

After an asset for a book has been depreciated, you can’t change the current fiscal year in the Book Setup window.
You can specify a calendar ID for the book. The calendar ID assigned to the book will be used for processing financial transactions such as retiring, depreciating, and transferring assets.

Depreciation Process Information window

You can reverse depreciation for all assets or for a group of assets using the Depreciation Process Information window.
The Progress button was removed from the Depreciation Projection window and the Depreciation Process Information window and replaced with a progress bar.

Posting in detail to General Ledger

General Ledger can be updated with Fixed Asset Management transactions in detail if you mark the Post in Detail option in the Fixed Assets Company Setup window. When a batch is posted from the Fixed Assets General Ledger Posting window, a General Ledger journal entry is created for each Fixed Assets Management transaction in the batch. For example, two Fixed Assets Management transactions are created when you depreciate all assets for a month and then retire several assets. When you post a batch from the Fixed Assets General Ledger Posting window for those two transactions, a General Ledger journal entry is created for each Fixed Assets Management transaction.

If the option is unmarked, all transactions are summarized into a single journal entry by account. When you post a batch from the Fixed Assets General Ledger Posting window, there will be one General Ledger distribution per account in the one journal entry.

Edit distributions before posting batch to General Ledger

You can review or edit the account distributions for a batch of Fixed Asset transactions before creating the batch in General Ledger using the Fixed Assets General Ledger Posting window. If the batch information is incorrect, you can delete the batch in Fixed Assets Management.

Intercompany transfers

You can use the Fixed Assets Intercompany Transfer window to transfer assets from one company (originating company) to a different company (destination company). You can transfer a single asset or a group of assets. Asset setup information is transferred with the assets to the destination company so you don’t have to set up the assets in the destination company. During the transfer, the asset or asset group is automatically retired in the originating company. You can only transfer assets within the same instance of Microsoft Dynamics GP.

Automatically generating the next asset ID

You can mark the Auto Generate Next Asset ID option in the Fixed Assets Company Setup window to automatically generate the next asset ID in the Asset General Information window. After marking the option, you can enter the next asset ID to use when adding a new asset. If you leave this field blank, you will have to enter the asset ID in the Asset General Information window when creating a new asset.

By automatically generating the next asset ID when transferring an asset to a destination company, you can avoid duplication issues with the existing asset IDs in the destination company. The next asset ID from the destination company’s Fixed Assets Company Setup window is used to generate the new asset ID. If you are not creating a new asset ID for a destination company record, the existing asset ID for the asset in the originating company is used for the asset general record in the destination company.

Fixed Assets Management calendars

Use the Fixed Assets Calendar Setup window to create multiple calendars in Fixed Assets. When you create a calendar, you can base the calendar on the Fiscal Period Setup window, the calendar year, or an existing calendar year. For example, you can create a calendar for the corporate book that needs to depreciate assets according to the year set up in the Fiscal Period Setup window while the tax book needs a calendar to depreciate assets according to the calendar year.

You also can define whether the fiscal year is longer or shorter that a twelve period year and enter the percentage of a full year’s depreciation that should be taken in that short or long year.

Integrate Analytical Accounting with Fixed Asset Management

For Fixed Asset Management transactions, you can create assignments and enter transaction dimension codes for the distribution accounts that are linked to an account class. You can save transactions with analysis information to a batch prior to posting the batch. You can view analysis information created for transactions in the Analytical Inquiry windows.

This entry was posted in FA, GP, GP 2013.

Reprint Bank Reconciliation Reports in Microsoft Dynamics GP

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There may be a case where you need to reprint Bank reconciliation for which Microsoft Dynamics GP allows to do the same, below are the steps to reprint bank reconciliation.

  1. On the Reports menu, point to Financial, and then click Bank Posting Journals. The following reports can be reprinted:
    • Reconciliation Journal: Select this option to reprint the Reconciliation Posting Journal.
    • Bank Deposit Journal: Select this option to reprint the Bank Deposit Posting Journal.
    • Bank Transaction Journal: Select this option to reprint the Bank Adjustments Posting Journal.
    • Cleared Transactions Journal: Select this option to reprint the cleared transactions in the last bank reconciliation.
  2. In the Ranges list, click Audit Trail Code, and then type the appropriate audit trail codes in the From field and the To field.
  3. Click Destination.
  4. Select the appropriate destination, and then click OK.

Note : Make sure you have the access to this report if not follow the below steps to grant access

  1. On the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to System, and then click Security Tasks.
  2. In the Task ID list, click the appropriate task ID.
  3. In the Category list, click Financial.
  4. In the Product list, click Microsoft Dynamics GP.
  5. In the Type list, click Reports.
  6. In the Series list, click Financial.
  7. Click to select the Reconcile Journal check box, and then click Print Operation Access.
  8. In the Report Destination window, select the appropriate destination, and then click OK to print a report that displays users who have access to the report.
    Note If you receive the following message, save the changes in the window, and then follow step 1 through step 8 again:

    Select a record first

  9. Follow step 1 through step 8 for the following reports:
    • Bank Adjustment Edit List
    • Bank Adjustment Posting Journal
    • Marked Transactions Report
    • Outstanding Transactions Report
  10. If users are not displayed on the report that is printed in step 8, follow these steps:
    1. On the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to System, and then clickSecurity Roles.
    2. In the Role ID list, click the appropriate role ID.
    3. Click to select the appropriate security task ID check box, and then click Save.
    4. Follow step a through step h for the remaining reports.

This entry was posted in BR, GP, GP 2010, GP 2010 R2, GP 2013.

Microsoft Dynamics GP 2013 What’s New

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You can download the complete document on Microsoft GP 2013 What’s new here.

A few of my favorite new features in Dynamics GP 2013 are as below.
  • Web Access—Provide employees easy access to Microsoft Dynamics GP 2013 with the new web client.  They can now connect and contribute no matter where they are, via PC or mobile device.
  • Flexible deployment options—Choose an on premise, cloud or hybrid deployment model to give your business the tools it needs to adapt quickly, while keeping IT costs under control.
  • Application Service Console—Achieve flexibility without sacrificing security, the Application Service Console allows for the management of active Dynamics GP 2013 web sessions, the termination of inactive ones and the ability to control product configuration by user.
  • 64-bit Compatibility.

This entry was posted in GP, GP 2013.

Management Reporter 2012 – Fixing Sample Reports to Work with Dynamics GP 2013

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Issue : It has been noticed that when you install sample reports in MR 2012 and when you generate report you notice that no report comes up and you get error message page stating to correct account dimension or report date or reporting tree.

Explanation : This is because there is a mismatch between the default settings of the sample reports and Microsoft GP whereby then Link to Financial Dimensions is broken if you observer closely when you open Row Definition. The cause of the problem is that the segments in the Reports are defined as Segment1, Segment2 and Segment3 but in Microsoft Dynamics GP they are called Division, Account and Department.

 Solution :  Below is the steps to install and correct the above noted issue.

  • Run the below scripts on the Management Reporter Database in the SQL Management Studio

             UPDATE ControlTreeCriteria SET DimensionCode = ‘Division’ 
         WHERE DimensionCode = ‘Segment1’

       UPDATE ControlRowCriteria SET DimensionCode = ‘Account’ 
         WHERE DimensionCode = ‘Segment2’
       UPDATE ControlTreeCriteria SET DimensionCode = ‘Department’ 
         WHERE DimensionCode = ‘Segment3’

             Note: Take a backup of the Management Reporter database before you execute the above script.

  • Navigate to Tools >> Refresh Cache Financial Data under Management Reporter Designer and complete the process.
  • Verify any Row Definition and you should be able to see the accounts are fixed under the column “Link to Financial Dimensions”

Now run the report, you should be able to successfully generate the reports.

This entry was posted in GP, GP 2013, MR.

Why doesn’t my checkbook balance in GP match my GL balance?

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A common challenge with Dynamics GP (Great Plains) is keeping the checkbook balance in sync with the general ledger (G/L) balance of the matching g/l bank account.   This article will help you keep the checkbook balance equal to the general ledger balance.
Overview   
This issue happens a lot partly because users do NOT understand that the checkbook is a subledger of the general ledger in Dynamics GP.   So if you do any journal entry in the general ledger that affects a bank balance (i.e. the checkbook), you will cause the checkbook to be different than the general ledger balance.  That is the most common mistake that happens.
But this issue also happens because of a poor software design by Microsoft.    There exists a system control that is supposed to help you keep the checkbook balance equal to the general ledger balance, but it is an optional system control that people don’t know exists.   In the setup of your general ledger bank accounts (go to Financial > Cards >
How To Fix It
If you notice that your checkbook balance in Dynamics GP does NOT match your general ledger balance, here’s what to look for.
Ways to resolve it:
1)   Did you do any regular journal entries that affected the cash account?
       Use smartlist to look for this.
2)  Do you have any undeposited receipts?
      When a receipt is entered, it increases your general ledger bank account balance but the checkbook does NOT get increased until you enter the deposit.
3)  Are there transactions coming from other modules that are bypassing the checkbook?
      There can be a variety of things that are examples of this:
a)   We had a client that was creating a debit memo in the receivables module for customer payments that bounced (NSF checks).    So in the debit memo they were crediting the bank account g/l account.    However, the checkbook would not know about this kind of transaction.
b)   Did you book a transfer between 2 bank accounts but you didn’t use the Bank Transfer window?   If you do any kind of bank transaction (such as an increase or decrease adjustment), and you credit or debit another bank account in the g/l debits and credits, this will mess up your checkbook balance.    Because the checkbook for the other bank account involved will not know about the adjustment you did.   So all transfers between 2 bank accounts have to be done using the Bank Transfer window in Dynamics GP.
4)   Did someone enter a bank transaction and accidently change the g/l account?
When you start a bank transaction in Dynamics GP, and you pick a checkbook, the system then defaults the general ledger cash account to the general ledger cash account associated with that checkbook.    However, you can accidently override this general ledger account.   So, if you do a bank transaction, and then you change the account to the wrong account, we have noticed that the checkbook balance doesn’t get updated.   Of course, the general ledger is also wrong.   But so too will the checkbook balance.

This entry was posted in BR, GL, GP.

Microsoft Dynamics GP 2010 R2 is Now Available

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Good News, Latest Release of GP 2010 R2 Over 50 additional and interesting stuffs enhanced, my personal intrest was in Project Accounting where i can find the reports i needed.

Below is the link for all the features Microsoft Dynamics GP 2010 What’s New

https://mbs.microsoft.com/partnersource/newsevents/news/MSDYGP2010R2_R2nowavailable.htm

This entry was posted in GP, GP 2010.

Year End Process in Microsoft GP

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This article explains the year end process in Microsoft GP, The posting procedure and the closing procedure for the following modules must be performed in the following order.

  1. Inventory
  2. Receivables
  3. Payables
  4. Fixed Assets
  5. Analytical Accounting
  6. General Ledger

It is highly recommended before proceedings with year-end process in GP take a backup of the company and the Dynamics database, detailed steps for each module are explained in the Microsoft KB articles which can be accessed through Partner/Customer source, but the simple steps would be as below (all the steps needs to be repeated for all the above said modules)

Steps to do the year-end

Year End Procedures – Inventory

KB Article – Inventory Year end Process

  1. Take a Company Database backup.
  2. Post all the transaction for the module for the year.
  3. Reconcile Inventory Quantities.
  4. Complete a Physical Inventory count and post any adjustments.
  5. Print any additional reports you’ll need for planning or for your permanent records.
  6. Make a backup of all Company data. (Go to Microsoft Dynamics GP >> Maintenance >> Backup).
  7. Close the year.
  8. Close the fiscal periods for the Inventory Series (optional).
  9. Make a final backup.

Year End Procedures – Receivables

KB Article – Receivables Year end Process

  1. Take a Company Database backup.
  2. Post all the transaction for the module for the year
  3. Make a backup of all Company data. (Go to Microsoft Dynamics GP >> Maintenance >> Backup).
  4. Close the fiscal year in the Receivables Year-End Closing window
  5. Close all fiscal periods for the Sales series (optional)
  6. Make a final backup.

Year End Procedures – Payables

KB Article – Payables Year end Process

  1. Take a Company Database backup.
  2. Post all the transaction for the module for the year.
  3. Print the Aged Trial Balance with Options Report to show the status of each Vendor Account.
  4. Print the Vendor Period Analysis report.
  5. Close All in the Payables Year-End Closing window
  6. Close all fiscal periods for the Purchasing series (optional).
  7. After you have completed the year-end closing procedures for all Sales and Purchasing modules, close the sales tax periods for the year.
  8. Make a final backup.

Year End Procedures – Fixed Assets

KB Article – Fixed Assets Year end Process

  1. Take a Company Database backup.
  2. Post all the transaction for the module for the year.
  3. Enter in all activity for the current fiscal year. This includes additions, changes, transfers and retirements.
  4. Run depreciation on all assets through the last day of the current fiscal year.
  5. Process the GL Interface (GL Posting) routine by going to Tools >> Routines >> Fixed Assets >> GL Posting.
  6. If required print FA reports.
  7. Verify that the Quarters are set up correctly for all fiscal years. Go to Tools >> Setup >> Fixed Assets >> Quarters.
  8. Perform the Fixed Asset Year-End Close routine by going to Tools >> Routines >> Fixed Assets >> Year End.
  9. Make a final backup.

Year End Procedures – General Ledger

KB Article – General Ledger Year end Process

  1. Compete the posting procedure and the closing procedure (in the following order) for Inventory, Receivables, Payables, and Fixed Assets, if applicable.

    NOTE: Year-end procedures for Payroll are only performed at the end of the calendar year.

  2. Post the final adjusting entries in the General Ledger module. If you must make any adjusting entries to allocate revenue, expenses, or depreciation to the year that you are closing, use the Transaction Entry window or the Quick Journal Entry window. If you wish to track your adjustments separately, use the Second Closing Period feature.
  3. Use SmartList to verify the posting type of each account. Go to Microsoft Dynamics GP >> SmartList >> Accounts. By
    default, only the first 1,000 accounts will be displayed. If you have more than 1,000 accounts, double click on the box at the bottom where it says “First 1,000 accounts with no search criteria” and increase the maximum records (in red at bottom). Click the header of the Posting Type column to sort by posting type. Scroll down to the change from Balance Sheet to Profit and Loss. Verify that the last Balance Sheet and the first Profit and Loss accounts are correct. Note that Great Plains treats all unit and allocation accounts as Balance Sheet, but the category will be zero.
  4. Go to Reports >> Financial >> Accounts. Select All Accounts, then New. Type “all accounts” in the option field. If you are using 8.0 or later, put a check in the Inactive Accounts box. Select Destination >> OK >> Print. If you want to bring the balance forward, the account should be designated as Balance Sheet; if you prefer to close to a retained earnings account, the posting type must be set to Profit and Loss. You can make changes in the Account Maintenance window.
  5. Close the last period of the fiscal year (optional). Use the Fiscal Periods Setup window. If you use FRx, keep one period in the most recent historical year open.
  6. Perform file maintenance on the Financial Series group of modules. Go to Microsoft Dynamics GP >> Maintenance >> Checklinks. Insert all of the financial series. Print the report to the screen.

    Go to Tools >> Utilities >> Financial >> Reconcile. Reconcile the year you are closing.

  7. Verify the setup in the General ledger setup window. If you want to keep historical records, you must click to select the Accounts check box and the Transactions check box in the Maintain History area of the General Ledger Setup window.
  8. Make a backup. (Go to Microsoft Dynamics GP >> Backup).
  9. Print a final detailed trial balance.
  10. Print any required year-end financial statements, e.g. balance sheet, profit and loss statement, statement of cash flows, and statement of retained earnings.
  11. Set up a new fiscal year using the Fiscal Periods Setup window. Go to Tools >> Setup >> Company >> Fiscal Periods.
  12. Close the fiscal year. Click Tools >> Routines >> Financial >> Year-End Closing. Specify an account in the Retained Earnings Account field (this account is where the year’s profit or loss is closed to; if you want to distribute the retained earnings for the year to more than one account, you can specify an allocation account or a specific account segment). Specify the number that you want to use as the first journal entry number for the next fiscal year in the Starting Journal Entry field. Click Close Year to start the routine. If the progress window hangs at 50%, don’t reboot. It may take some time for it to close each account to retained earnings. As long as your hard drive is processing, let it continue. When the year-end closing routine is complete, the Year-End Closing Report is printed. This report lists the accounts that were closed and the transactions that were created to close those accounts. The Year-End Closing Report is part of the audit trail; save it for your company’s permanent records. The Year-End Closing Report cannot be reprinted.
  13. Close all fiscal periods for all series using the Fiscal Periods Setup window (optional).
  14. Adjust budget figures for the new year and print financial statements. You can adjust your budget using Excel-Base Budgeting, Budget Maintenance, or Single-Account Budget Maintenance. Print the Profit and Loss Statement to verify that profit and loss accounts were closed to the retained earnings account. Print the Balance Sheet to verify that balance sheet accounts indicate that the balances were brought forward. If you are using Advanced Financial Analysis to print your financial statements, you must update the report layout to reflect the current fiscal year. Click Reports >> Financial >> Advanced Financial. Select the financial statement from the Reports list | Open >>Layout. Double-click the first column heading. If the column type is set to Period Range, Year-to-Date, or Variable Year-to-Date, select the current fiscal year in the Year list | OK. Repeat for each column of each report.
  15. Make a final backup.
      

This entry was posted in GP, GP 2010, GP2010.

Microsoft GP .ini Settings

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Some useful .ini settings in Microsoft GP, you can find the full list here. Some settings are not not recommended however you can you these in test envoirnment. 

This entry was posted in GP, GP 2010, GP2010.

Items Having Current Cost and No Movement

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At time you want to audit the inventory items which are having Current Cost and no Movement (these items normally exist in GP during the migration process or upgrade process from the old system), below query gives you the list of such items in GP. The listed items are safe to delete from the system if they are not really required (delete at you own risk).

SELECT LTRIM(RTRIM(IV00101.ITEMNMBR)) as ITEMNMBR, IV00101.STNDCOST, IV00101.CURRCOST, IV00102.QTYONHND
FROM IV00101 INNER JOIN IV00102 ON IV00101.ITEMNMBR = IV00102.ITEMNMBR
WHERE    (IV00102.RCRDTYPE = 1) AND (IV00102.QTYONHND = 0) AND (IV00101.CURRCOST > 0)
    AND IV00101.ITEMNMBR NOT IN (select distinct(itemnmbr) from IV30300)
Come back for more tips ….. J

This entry was posted in GP, GP Scripts, GP2010.

How to Resolve error for Order Management in GP Business Portal

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Submitted by Madankumar Kasthuri
If you get the below error message, when you try to access Order Management page in Business Portal for Microsoft Dynamics GP 10
Select the concerned user and give the Customer and Salesperson roles with some default value. Then this error would be fixed.

This entry was posted in GP, GP2010.