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Archive for the ‘Customer Classes’ Category

Introduction to Dynamics GP: Quick Journals

Tuesday, August 30th, 2011

Welcome to the second entry in a series of posts focusing on some of the basic functionality within Microsoft Dynamics GP. This guide will cover the creation, use and advantages of Quick Journals.

Quick Journals are extremely useful for creating recurring journal entries in which the accounts stay the same each time, but the amount differ. A simple example would be an entry of wage expenses.

To create a Quick Journal, open the Quick Journal Setup window. From the main menu select Microsoft Dynamics GP >> Tools >> Setup >> Financial >> Quick Journal.

Quick Journal Setup

Give the Quick Journal a unique ID, a description, a source, and reference. Next, select an offset account. This account will be used to balance the debits and credits of the transaction. If you would to give users the ability to change this offset account during transaction entry, mark the Allow Override checkbox, otherwise, leave it unchecked. Finally, add the accounts to be used in the transaction. Note that not all accounts entered in the Quick Journal Setup window need to be used in the transaction. Click Save to complete the creation.

To make an journal entry using a Quick Journal, open the Quick Journal Entry window. From the main menu select Transactions >> Financial >> Quick Journal.

Quick Journal Entry

Select a Quick Journal ID. Then, simply enter the amounts for accounts to be used in the transaction. In this example, I am not entering an amount against account 100-5100-00. Note that unlike regular general journal entries, Quick Journals cannot be saved to a batch. They can, however, be saved individually. Click Post to complete the transaction.

Here the Quick Journal that was posted in this example:

Journal Entry Inquiry

Notice how the account I did not enter an amount against was not used in the transaction? This makes Quick Journals incredibly flexible. Also note that the total was entered against the offset account to balance the transaction.

To learn more about the advantages of classes in Microsoft Dynamics GP, check out our training video on Quick Journals, and for more topics visit our GP training videos page. Also, read the previous entry in this series here to learn about the advantages and use of classes in Dynamics GP.

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Introduction to Dynamics GP – Customer Classes

Thursday, June 30th, 2011

Welcome! This is the first entry in a series of posts focusing on some of the basic functionality within Microsoft Dynamics GP. This entry will cover the creation, use and advantages of classes.

Stated simply, classes allow various record types, such as customers, venders, items, users, or employees to be grouped together by a certain characteristic. For example, a New York customer class could be setup to group all customers based in New York together. To create a new customer class, browse to Microsoft Dynamics GP >> Tools >> Setup >> Sales >> Customer Class.

Enter a Class ID to identify the customer class, a description, and the properties associated with the class, including payment terms, salesperson, shipping method, and so on. In this example, I am creating a NEW_YORK customer class to group all of my New York-based customers together. Click the Accounts button to open the Accounts Setup window and to assign distribution accounts. Save the class when completed.

Customer Class Setup

Now when creating a new New York customer, all I need to enter is some basic name, address, and phone information, and then assign the NEW_YORK class. The properties entered for the NEW_YORK class are carried over to the customer, including the distribution accounts. If I had to enter ten New York-based customers into Dynamics GP, I’ve just saved myself a lot of time and from a lot of tedious data entry. If there are properties that default from the NEW_YORK class that do not apply to the specific customer, I can still modify the individual customer.

Customer Maintenance 

In the future, if a new salesperson needed to be assigned to all New York customers, I would make the change to the NEW_YORK class. Dynamics GP would then ask if I would like to roll-down the changes to the customer records. Selecting “Yes” will apply that change to every customer record the NEW_YORK class has Again, I’ve avoided a large amount of tedious data entry.

Window Confirmation

To learn more about the advantages of classes in Microsoft Dynamics GP check out our training video on classes, and for more topics visit our GP training videos page.

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