Happy New Year Everyone!!

Well, finally, we get to put the challenges of 2009 behind us and look forward to a more prosperous 2010 for everyone.  May each of you find many blessings in the New Year.

gptip42day - Reconcile

GP provides a way to 'Reconcile' summary and detail data within the application.  Each module has its own Reconcile utility.  For instance, Tools>Utilities>Financial>Reconcile opens the Reconcile Financial Information window.

* click image to enlarge

Now, this Reconcile is not for reconciling a GL account to the subledger, i.e., Accounts Receivable to the AR Trial Balance.  This Reconcile forces financial summary information, such as the monthly data in the Financial Summary Inquiry window, to equal the underlying detail.

Over time, some transactions don't post properly, data gets corrupted, etc, etc.  This Reconcile fixes those data errors.

However, there is one aspect of this utility that you need to be aware of.  Note that you can reconcile Open and History years.  Be very careful that you don't reconcile a History year that contains only GL account balances.  This might be the case where historical account balances were imported during an implementation because it was deemed unnecessary to import all the transaction detail.  If you reconcile a History year in this scenario, it will zero out your account balances.  Why?  Because the Reconcile process, by design, forces the summary data to equal the detail transaction data.  If there are no detail transactions - Reconcile will make the summary equal that!

Now, fortunately, GP presents a warning to this effect when you select a History year to reconcile.  Heed the warning!!

Merry Christmas and Happy New Year

Wishing you and your loved ones very safe and happy holidays.  May you prosper greatly in the New Year.

gptip42day - Internet Information Button

Have you ever noticed the little i button on various cards within GP and wondered what it's for?  This is called the 'Internet Info' button and is used to access the Internet Info window, where email addresses, websites, images, and other electronic information specific to the particular master record can be stored. 

* click image to enlarge

This button appears in the following windows -

-  Address card

-  Company Setup

-  Customer card

-  Employee card

-  Item card

-  Salesperson card

-  Vendor card

Clicking the Internet Info button opens the Internet Info window -

* click image to enlarge

Note the various fields available to record electronic information.  The 'Login' and 'Password' fields are for storing user credentials specific to a secure website or ftp site.  The labels for each of the fields in this window can be changed via the Internet User Defined Setup window in Company Setup.

Tools>Setup>Company>Company

* click image to enlarge

Users tend to use other fields in master record cards to record web and email addresses because they're not aware this window exists.  Don't you be one of those users!

gptip42day - When can I apply the 2009 Year End Payroll Update?

This question has been asked numerous times over the last few weeks on multiple forums. 

The answer is - you can apply the YE update anytime, regardless of whether or not you still have 2009 payroll(s) to process.  The YE update does not include tax table updates for 2010.  Those are part of the 2010 US Payroll Tax Update.

The 2009 YE update does include all previous YE updates, hotfixes, and service packs.

gptip42day - Resource Descriptions

Ever wonder what tables and/or fields are associated with a particular window in GP?  Did you know there's an easy way to find out?  Resource Descriptions provides the answers.  For instance, let's say you want to find the tables associated with the Account Maintenance window.

Tools>Resource Descriptions>Windows

* click image to enlarge

Select the Product, Series, and 'View By' then scroll down to the Account Maintenance line and click on it.  The associated tables appear in the scrolling window in the bottom right corner and the fields appear in the scrolling window in the bottom left corner.

Here's a great article by Mariano Gomez

on the differences between the Inventory and Manufacturing BOMs in GP http://dynamicsgpblogster.blogspot.com/2009/12/inventory-bom-vs-manufacturing-bom.html?utm_source=feedburner&utm_medium=feed&utm_campaign=Feed%3A+TheDynamicsGpBlogster+%28The+Dynamics+GP+Blogster%29

gptip42day - Printing Multiple Documents Easily

This applies to GP10 only but if you need to print, let's say, a list of invoices for a customer, here's how to do that without having to open each document, one-at-a-time and printing them.

First, select the Sales series button at the bottom of the Navigation Pane.  Then, further up on the Navigation Pane, select 'Sales Order Transactions'.  A list of posted transactions appears in the results pane.

* click image to enlarge

Next, sort and filter the list to get the desired list results.  Then, place a checkmark next to each of the documents you want to print.  Click the 'Print Documents' button at the top center of the results pane ribbon.  Each of the selected documents will print in sequence.

The Lists panes can also be used to print documents in any of the other series using the same process.

Thanks to my buddy Mariano Gomez (The Dynamics GP Blogster) for the suggestion for this tip!