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User will be able to check document status from Inquiry screen, whether is in Payables or Receivables.  Path: Inquiry > Sales > Transaction By Customer Inquiry > Purchasing > Transaction By Vendor Work Status In both Receivables and Payables modules, the document is saved in the batch, not posted yet. Open Status In Payables modules, the document is posted but still have outstanding balance.  In Receivables, fully paid document or voided document will still show Open status. You need to perform "Paid Sales Transaction Removal" in routine to change the status from Open to History.  Refer to this  link  on how to perform. History Status In Payables module, a document is moved to ‘history’ status when the document is fully applied or voided.

You may come across when "Inactivate" the customer the you no longer want to  have business relationship with in Customer Maintenance, but a message pop out tell you that "You cannot inactivate a customer record with unposted or posted transactions”.  You can only "Inactivate" customer if there is no outstanding invoices. Knowing that all invoices has been settled, then you should remove paid sales transactions for the customer, using "Paid Sales Transaction Removal". This feature will change the document's Origin from "OPEN" to "HISTORY". Take note that invoice that have been fully settled will still showing as "OPEN", unless you have performed "Paid Sales Transaction Removal". For more info on the AR Document status, you may refer to this link to know more about AR Document status. Paid Sales Transaction Removal Path: MSDGP > Tools > Routines > Sales > Paid Sales Transaction Removal      1.   

Case happens where user has created a new Vendor in Vendor Maintenance and later found out there is another same Vendor being created earlier in the vendor database with different Vendor ID, when you try to remove the newly created Vendor from database then realised both Vendor had transactions recorded and posted.  The only way now is to combine both same Vendor into 1 Vendor ID, using Dynamics GP's "Vendor Combiner and Modifier". Path: MSDGP > Tools > Utilities > Purchasing > Vendor Combiner and Modifier As these process will make changes in your company database, take note that:      1.  You must log in as "sa" or "DYNSA".      2.  All users need to log out from Microsoft Dynamics GP.      3.  Make a backup of your database in case you make a mistake or something goes wrong, you still have previous copy to restore. To Combine Vendor ID       i.     Select the [Vendor Combiner] from the option.       ii.    Enter the Vendor ID that you ne

In most businesses, we come across the situation where a vendor is become a customer to us and vice versa. In these types of cases, we will need to consolidate the customer and vendor activity so that we get a true view of balance. In this article, I'm going to show you how you can consolidate vendor and customer invoice using Microsoft Dynamics GP in 2 parts.  Setting up Customer/Vendor Consolidations Path: MSDGP > Tools > Setup > Company > Customer/Vendor Setup 1.   Assign a Suspense Account that will act as an offset account between the Receivables and Payables. This account is used whenever the customer/vendor transactions are posted as offset account. This account should not have balance at all time. 2.   Assign Default Vendor and Customer Classes to be mapped when a vendor or customer is auto-created using Customer/Vendor Maintenance. 3.   Select [Relationships] to map the Vendor and Customer Relationship. 4.   In this example, assume we have Customer – KEL001 who

If you have a handful of journal entries to be created in regular basis, whether for  numerous accruals and reversals,  allocation, or reclassification entries, setting up Recurring Transaction in Dynamics GP will be helpful and speed up your month end process. Step 1 - Setup Recurring Batch Path: Transaction > Financial > Batches  i.    After entering the " Batch ID " and " Comment ", setting up the " Frequency " is the most important part for recurring transaction. " Single Use " is the one we use all the time for single posting, once posted, the batch will remove from Batch ID. But if you set the Frequency to " Monthly ", which means the batch automatically becomes a recurring batch, the batch will be there forever for multiple posting. ii.    There is another useful option here, " Clear Recurring Amounts ", which will clear the amounts in journal entries after the posting. You can then later enter the amount in the j

Currency ID in Dynamics GP doesn't come in default, it need to be setup and configured. Please follow the guided steps below:- Path: MSDGP > Tools > Setup > System > Currency 1.    Enter the new currency information in Currency Setup. Refer to sample below on creating new currency "SGD" Singapore Dollar. You can enter the currency symbol in "Symbol Currency" if you need the currency to show next to the amount in GP Windows and Reports. For Example, if the currency ID you're setting up is Singapore dollar, you would enter "SGD" as the currency symbol. This currency symbol will be showing in Smartlist too even you export to Excel.         2.    Set up exchange rate tables, specify the source for the exchange rates in the tables and select how often you want to update the exchange rate tables. Path: MSDGP > Tools > Setup > System > Exchange Table 3.    Enter an exchange rate table ID and description. Normally I will named the e

The following process applies to any forms/documents which available in Dynamics GP. The illustration that I'm going to show here is using one of the Payables Aging report which available in Dynamics GP.  1.       Once the settings to generate target report is set, select <Destination> at the lower right hand side corner. 2.       In Report Destination, select the tick box “File”. Select the destination to save the Excel report at “File Name”, and always make sure the “File Format” is <Comma-delimited file>. Select <OK> to save the setting.  3.       Back to the main screen, select <Print> to generate the report into Excel format. Note that the report will be generated and saved at the destination you have set in Step 2. 4.       Next stage is to open the report using Excel.  Path: EXCEL > FILE > OPEN > Browse > Aging report file name > Open 5.       Select "Delimited", then <Next>. 6.       Select <Finish>. 7.       Agin

Microsoft introduces a new useful feature in Dynamics GP 2016 R2 that enable the option to include tax amounts in Dynamics GP. This feature enables the users to include tax amounts in capitalised item from Purchase Order Processing. The 'Include Tax in Acquisition Cost' option can be configured at Fixed Assets Company Setup window. Path: MSDGP > Tools > Setup > Fixed Asset > Company To illustrate how the feature works, refer to guided steps below. 1.    Assuming you are purchasing a new office equipment fixed asset using Purchase Order. The asset purchase value at $820, with tax $49.20, total purchase value for the asset is $869.20. 2.    After the Shipment and Invoice Matching is done, the asset purchase detail should be interfaced to Fixed Asset module now. 3.    To record the newly purchased asset, go to Asset General (Cards > Fixed Assets > General). 4.    After select the "Class ID" to trigger the generation of next Asset ID, select [Purchase] b

Before posting the Sales Transaction, users should print out the Edit List report for final checking and verification.        1.       To print Sales Transaction Entry Edit List, go to:-                   Path: Transaction > Sales > Sales Batches        2.       Select the batch that need to post from <Batch ID>, and then select [Print] to generate the Edit List Report.       3.       In the Sales Document Print Options, select “Edit List” from <Form to Print>. Then select [Print].       4.       In the Edit List report, if there is error in the transaction, it will be able to identify and provide the error message that shows you what is the actual error. Refer to the error identify below, the error indicates there are missing account code from the distribution entry.       5.       To amend the error, go to the problem transaction in Sales Transaction Entry. Next, select the item in <Line Items by Order Entered>, then select Item Detail which is the Blue Arrow.

Just in case you need to change your password, you can do it at your end without IT administrator help.       1.        Select MSDGP > User Preferences 2.        In User Preferences, select Password. 3.        Input the field with password accordingly. 

Assuming you have scenario where there is over payment to your vendor or supplier, but you don't have any open invoice due to this vendor, you can simply enter a Return transaction using Payable Transaction Entry screen. Path: Transaction > Purchasing > Transaction Entry > Select "Return" from Document Type. 1.     Assuming there is a refund of $100 from the supplier, enter the refund details as per screenshot attached. 2.     Enter the refund amount to "Returns" and also "Check" field. 3.     The check entry screen will pop out to record the cash receipt details. 4.     Take note of the Distribution entry, DR Bank and CR Purchase. 5.     After the Return is posted, the document status will be "HIST". No apply require. 6.     This will also create a Bank Deposit to be deposited.         (Transaction > Financial > Bank Deposits) 

Want a Trial Balance (TB) report from GP where the balances of all ledgers are summaries into debit and credit column totals that are equal? You can get it in GP easily. Path: Reports > Financial > Trial Balance 1.   Select “Summary” from Reports options. 2.   To create new report, click [New]. Or t o print existing report option, just select the report which available in the Options, then click [Modify]. 3.   Type a name for the report option that you want to use in [Option:]. 4.   In the Include section, select the "Posting Accounts" check box. 5.   Select the target fiscal year to generate in Year section. Please take note that if you are printing historical year, you need to select "History". 6.   Select the settings and restrictions that you want to use with the new report option. In the sample below, the TB that going to generate is March in 2017. You can also filter a group of the account code that need to generate using this filtering option. 7.   Sel