Do you often find yourself canceling reports that automatically print after you have posted a document?  Or even changing the default destination of these reports?  Well, one can set the default destination of these reports or even stop them from printing all together.

Try entering  the Posting Setup screen (Microsfot Dynamics GP > Tools > Setup > Posting > Posting).  In this screen, you can select whether or not a specific report will print by selecting or de-selecting the checkbox in the Print column.  Also, one can specify destination for a report by making the appropriate selection in the Send To column.

See the attached screenshot below & save yourself all that extra clicking when you next post a transaction.

For more advanced FRx users, I thought I would cover some calculation formulas that are available for use in FRx.  Much of FRx is fairly self explainable & easily learned with a little exploration.  One topic I had a little trouble with when first learning the system was Calculation Formulas on Row Formats. 

Simple adding & subtracting are fairly self-explanatory.  Simple take the columns to add & place a plus sign between them.  For example, B + C. 

However, did you know FRx can perform complex calculations such as adding & multiplying all at once.  The formula (A+((B+C/2)+(C*.8)/2))+(F TO H) is a valid entry.

IF/THEN/ELSE Statements are another handy tool.  These allow one to build logic into the column.  For example, the formula "IF B>1000 THEN B ELSE C*2" translates to:

If the amount in column B is greater than 1000, place the value from column B in the CALC column. If the value is not greater than 1000, multiply the value in column C by 2 & place the result in the CALC column.

FRx is the standard financial reporting tool utilized by most Microsoft Dynamics GP users for financial reporting.  FRx links directly into the general ledger to allow the creation of endless types of reports.  These report are then viewed in the FRx DrillDown Viewer.  Users I have spoken to in the past have expressed that they are more comfortable viewing reports in Excel.

To take your FRx financial report & export to excel:
1 - Generate the report
2 - In the DrillDown Viewer, select File > Export > Worksheet File > Formatted Excel
3 - Save the report to its desired location

This quick & easy trick should save you time & energy in attempting to convert your reports.

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WebSan is one of the few companies in North America that offers a hosted Dynamics GP solution. It reduces your total cost of ownership vs. an on-premise solution.

Check out our web page regarding hosted Dynamics GP for more information.

I am constantly searching for ways to help my clients save money & improve performance.  Often the answer includes automating a particular process.  One of such process includes Emailing Customer Statements.  For clients with a large number of customers, the savings can be extensive.  Clients save on paper, ink, wear & tear on printers, envelopes, postage & most importantly, employee time.

Automating the customer statement process is very simple to setup.  First, enter the Customer Maintenance window & click Options.  Enter the email contact for the customer in the ‘To’ box in the bottom right corner of the screen & check the ‘Send Email Statements’ check box.  Now, when creating customer statements, check the ‘Send Email Customer Statements’ under the Email Options heading.

The return on users’ time investment will be realized after the first statement run.   So automate the process of sending customer statements & free up your time for more important tasks.

There was a great article published on cpatechnologyadvisor.com late in 2007 that's worth showing here.

Here's the reprint :

As a Microsoft Dynamics GP implementer, I run into a number of issues that the everyday user never sees.  One such issue can occur when mass loading data, updating the system through the database (not recommended!) or just through normal business processes.  Errors happen!  Sometimes, the best intentions don’t go unpunished.

Why?  When data is entered in GP, multiple tables are populated with the data, not just one.  Everything is linked.  That’s the beauty of an ERP system.  But sometimes, wires cross & fixes are needed.

The Checklinks tool helps examine the links between related information, helping to restore any damaged data.

Even before problems arise, Checklinks can be used for general clean up.  Be sure to make a backup of your data prior to using the functionality, just to be safe.

Lots of us make checklists for a variety of tasks from grocery shopping to complex projects.  Microsoft Dynamics GP offers built in checklists in the Routines section of every module that can help walk users through a diverse range of topics.

Once you have accessed the appropriate Checklists window, ensure the frequency is appropriate for the checklist you are about to create.  Click Add to create a link to a Microsoft Dynamics GP window.  Name the checklist item & select the appropriate in the Command (Dynamics GP window).  Once your list is complete, order the items appropriately by using the Up & Down buttons.  Now every time a user performs this particular task, all they are required to do is click the checklist item in order & populate the fields with new data.

Checklists are particularily beneficial when turnover is an issue or roles require extensive training.  Two tasks I recommend clients create checklists for are performing payroll & completing year-end.  Mistakes made performing either of these functions can have wide-reaching effects.  In my next blog, I will cover a few tasks that should be on your year-end checklist.

Following with the theme from my last blog, I will continue my discussion on correcting posted transactions.  Both Receivables & Payables documents can have certain information edited after they have been posted.  Documents can have the following four fields edited after they have been posted:

• Discount Date
• Due Date
• PO Number
• Description

To access these screens, select Edit Transaction Information under either Sales or Purchasing Transactions windows.  Select the appropriate vendor or customer document to edit & make the necessary changes.  This tool is handy for those that base collections, payment or other information on these details.  Just ensure only the appropriate parties have access to modify this data.

Normally, once an item is posted, it is in the system.  Posting is the be-all & end-all.  It is kind of like writing with pen.  And let’s just say, there is a reason they invented whiteout.

Dynamics GP does have an exception to the posting rule in the form of Correcting Entries.  The one caveat is that only open year General Ledger entries can be corrected.

To make a correcting entry, select Transactions > Financial > Transactions.  Click the Correct button.  Select an Action of:

Back Out a Journal Entry
Or
Back Out a Journal Entry and Create a Correcting Entry

Select the appropriate journal entry to correct using the lookup feature & select OK.  Remember, only general journal entries can be reversed.  Review the Batch ID in the lookup window to determine if an entry is a general journal entry.

Earlier this week, I talked about annoying configuration that can be found in Dynamics GP.  I tried to show that users don’t have to be annoyed because they are the ones that control what the system does.

A similar situation exists in Business Portal.  Recently, I was watching a client access Business Portal & every time they entered the system; they had to change the Company ID.  I explained to them that this is easily configurable in the system.

To set your default company, select the Welcome drop-down menu from the top right corner of the screen while in Business Portal.  Select My Business Portal Settings & adjust your default company as desired.

“Corporate Accounts Payable, Nina speaking, just a moment.”  If you’ve ever seen Office Space, you know how annoying THAT person can be.  What if your system did that same thing?

Dynamics has a small quirk that can annoying to those in Accounts Receivable.  Since invoices can be entered in multiple windows.  Both the Sales Transaction Entry & the Invoice Entry windows perform the same essential function of populating sales invoices.  As such, Dynamics warns users when entering these windows.  Well, that warning can become annoying after viewing it for the 463rd time.  To get rid of this warning, run your GP Utilities (from your Start menu).  In the Additional Tasks window, select the ‘Remove SOP and Invoicing message’.  Proceed to uncheck ‘Warn in Sales Order Processing’ & ‘Warn in Invoicing’.  When complete, your little annoying warning will be gone forever.

WebSan assisted Mercury E-Portal Solutions Inc. in certifying a Microsoft Dynamics GP standard interface to it's CSA Software Solution.

See the full blog press release here : Mercury E-Portal Solutions Blog

The press release is on PRWEB here : PRWEB MEPS Press Release

Last week, I wrote about the major benefits of upgrading to Version 10 of Dynamics GP.  This had me thinking about future releases of GP & what they would have in store.  Peering into their crystal ball, Microsoft let their Partners know what exactly they foresee for the future of Dynamics GP.

SP4 for Version 10 is the last service pack users will be seeing for a while.  This is because in the second quarter of 2010, Microsoft will release Version 11 of Dynamics GP.  Highlights include Role Tailored Business Intelligence & further integration with Microsoft Office.  Then around 2012 or 2013, Version 12 of Dynamics GP will be released.  The focus of this release will be on improving user productivity & the simplicity of the system.  This is all in an effort to further target mid-market buyers of ERP software; a market Microsoft feels they have a competitive advantage in with Dynamics GP.  Lastly, 5-6 years down the road, Microsoft will release Version 13.  This version will have a revamped user interface as well as incorporate the next generation of Microsoft technologies, potentially a large shift for many users.

As always, if you require assistance, WebSan has years of Dynamics GP expertise & (Microsoft Certified) knowledge to help clients with both upgrades & implementations.  Feel free to contact us with your support issues.

Take a penny; leave a penny.  I think these are the greatest invention.  Personally, I don’t carry change.  When offered 2 cents change, I usually tell the clerk to keep it.  The only time this comes back to hurt me is when I’m short a cent or two.  That’s where the beauty of the ‘take a penny; leave a penny’ system shines.  It helps people avoid breaking a bill only to receive a bunch of coins. 

The worlds of ERP & accounting have their own ‘take a penny; leave a penny’ jar.  Writing-off immaterial amounts of money is a common practice that occurs when small over or under payments are made.  To access the Write Off Documents window in Dynamics GP, look in the Sales Routines.  This window will create debit or credit memos that are then posted & applied to the documents you’re writing off.

Using this window is fairly simple for most novice GP users.  Select the Write-off Type, Write-off Limit & other restrictions as appropriate.  I advise using the Preview button as it provides a listing of documents to choose from.  Click Process when you are ready. 

Note:  This screen does factor in Maximum Write-off from the Customer & Vendor Options.

Maybe you have an inactive customer that has a very small balance remaining on their account or you accidentally underpaid a one time bill by a small amount … write-off these documents & clean up your system.

Everyone is different.  The same goes for clients, who often asked me how to modify aging periods.  Most Dynamics GP users stick with the standard 30/60/90 day aging periods for both receivables & payables.  However, many businesses have the requirement to insert a 45-day break into the aging process.  This is a two-step process wherein users often forget the second step.

Begin in the Setup menu, selecting either Purchasing & then Payable or Sales & then Receivables. You will find the ability to add up to a total of seven aging periods.  One can adjust aging periods here as desired.  The second (and more difficult) part of the process involves modifying your reports.  Standard GP reports only display four aging periods.  If your company inserts a fifth period, the last period will populate with the report but will not be printed.  If you have experience in Report Writer, you should be comfortable changing the necessary layouts.  If not, try contacting WebSan.  We are experienced in helping companies with this very issue.

If you are currently running on Microsoft Dynamics GP Version 9 you may be fighting with the decision to upgrade to Version 10.  There are some great arguments to why you should upgrade to the newer system but those upgrades may not be worth your time and money expense.

The first thing users want to know is:  How does it look?  Current users won’t waste time becoming familiar with the layout because the Home Page & Toolbars are reminiscent of Version 9.  Differences will be noticed in the address bar, status bar & navigation buttons.

The newest version of GP makes it really easy for all users to locate windows using the navigation buttons.  The navigation buttons allow for faster & more direct access to different windows.  These come in handy when trying to find the location of an unknown window, allowing the user to look through the directory path instead of clicking through multiple screens.

The introduction of Action Panes further streamline business processes.  These allow users to preview & filter data without the need to open multiple windows.  For role specific tasks this feature will greatly speed up routine procedures.

Managers now have greater ability to review the outlook of the organization in greater detail.  With Microsoft Dynamics GP 10, budgeting has become more flexible & now allows the user to budget for multiple fiscal years, integrating budgets from various business units.

There is a reason we put pictures of loved ones on our desks … we like things our own way.  No matter how small the tweak, we all like being individuals.  Dynamics GP has some great features to let users view & access information how they want.  From one’s homepage, users can access an invoicing screen by selecting Transactions & then Sales at the top of the window or they can select to view the Sales module from the bottom left corner of the screen.

Users should also check out the User Preferences screen under the Microsoft Dynamics GP heading at the top of the screen.  Accounts Receivable will love being able to have invoices automatically selected when they enter the Sales Transaction Entry screen.  Users can also modify text to display in various colours & styles.  Feel free to make your link fields display as Pink if you like, its all up to you!

Everyone is connected!  And companies can now gain access to their ERP system through mobile devices securely.  Our previous discussion focused on the benefits found by sales personnel who can remotely access ERP & CRM data.  In part two of our discussion, we will focus on industry specific benefits that can be gained.

While we all know that mobile devices have allowed employees to become much more efficient.  However, many companies still require employees to be sitting at a work centre to access & input data.  By mobilizing your ERP system, one can differentiate themselves from competitors & reduce costs.

Mail carriers have been recording your signature upon receipt for years, but what other uses can be found by mobilizing your ERP?

Consultants or engineers can assign their time to projects or input travel expenses all while waiting to catch a flight.  Busy logistics professionals can supervise deliveries & shipments without being close to the warehouse.  Maintenance staff in the utilities sector can be remotely tracked & that data directly visible in system reporting.  Those working with chemicals would have instant access to quality & safety processes.

WebSan has found that companies that effectively implement mobilized solutions realized significant cost savings. Contact WebSan today to arrange an evaluation of your industry specific needs.

An often-used buzzword over the last few years in the IT sector has been virtualization - the process of turning one server that hosts a single operating system into a super-system that can potentially host 10 or more operating systems. By now most large corporations and agencies have some sort of virtualized infrastructure in place, and for good reason. The benefits to using this technology are numerous: hardware and operation costs are drastically reduced, virtualization provides enhanced flexibility with the allocation of resources, and production environment’s mission critical applications have been noticing improvements of up time. But how can a virtualized server improve your organizations testing and development cycles?

One of the major benefits of a virtualized test server is the ability to swiftly bring new resources online and create new development environments. Cloning a standard template that has been authored with the fundamental tools required by the development team can create these new environments. Procuring, configuring and installing hardware used to take weeks - but all of the sudden your development team’s new environment is up and running in less than the amount of time it takes to get a cup of coffee.

Another true benefit to a virtualized test server is that there is less risk of cross-contamination between environments. There is no longer an issue when development team A modifies core system files that could possibly interrupt development team B from using that code library. Why? Because both teams have completely separate environments using completely different virtual hard drives connected to completely different virtual networks.

So what about the cost? The common perception is that you need a really powerful and expensive server - but this is not the case. Taking into account the timesavings you will experience, you will also find that there is there is not much investment needed to get a virtualized test server online, especially now that VMWare’s ESXi Hypervisor is available as a free download. Perhaps that server sitting in the basement can be used to get your foot in the virtualization doorstep.

Mike Jantz is a Senior Technical Consultant with WebSan Solutions Inc., a professional services consulting firm specializing in helping companies get the most out of their ERP systems and Supply Chains. You can contact Mike at This email address is being protected from spambots. You need JavaScript enabled to view it. or at 416-499-1235 ext. 210.