Micro Force -Velosio Newsletter Jan 2020 - New Year Tasks for Microsoft Dynamics GP
On behalf of our entire team, please accept our best wishes for a very happy, healthy, blessed and very productive 2020 to you and your families!
Since we get to wish you a Belated Happy New Year, it also means that there are year end tasks that you need to perform in your Microsoft Dynamics Great Plains system. So this newsletter tries to remind you of some of these tasks, as well as provide resources for you to get the most out of your Great Plains business software system in 2020!
Year End Services for Great Plains
Besides preparing to process transactions in 2020, there are a number of year end considerations for Great Plains users.
Microsoft has released year end software updates for GP 2013, 2015, 2016 and 2018. Depending upon module and functions you are using at your company, you may need to have this loaded onto your system.
If you would like to schedule services to assist you in your year end closing procedures, please call or email us at firstname.lastname@example.org to get this service scheduled, which typically takes between one and two hours to complete.
If you are inclined to perform these tasks on your own, the Dynamics community has provided info about this function for each of the following modules. Even though the docs reference an older version of GP, the procedures would be the same (except for 1099 processing). Just click on the module that you want information about. For 1099 processing, we have an updated doc that we can email you upon your request.
Tip of the Month - Improve Balancing Subledgers to General Ledger
A great way to improve balancing the general ledger to Accounts Payable and Accounts Receivable is to prevent users from making journal entries to these accounts.
Select an account using Cards>Financial>Account.
Select the control account number (accounts payable or accounts receivable).
Uncheck the Allow Account Entry box.
After this change, only transactions entered and posted from the subsidiary ledger will post to that account.
Dynamic GP Professional Services Tools
At this time of year, we recognize that you probably have many more tasks than normal to close out the financial year books of records and address once a year tasks such as 1099 reporting. But we also have been told that many companies attempt to “cleanse their data” for the new year.
Great Plains has a number of FREE routines that could help you with process. Examples are:
I found two vendors that are actually the same. I would like to merge their vendor record and history into one vendor.
There are GL accounts that have incorrect numbers. How do I change them along with all transactions to date so that I do not impact the integrity of our prior financial reporting?
There is a way to address these requirements and many other cools things in Great Plains by using some software named Professional Services Tools. There are over 40+ tools that are available for Great Plains. Some of these have been included in the latest versions of GP.
The following are the tools that pertain to the payable module.
Vendor Modifier - Change an existing vendor ID to a new vendor ID with the click of a button and simultaneously update all work, open and history records.
Vendor Combiner - Combine a vendor ID (with all the work, open and history records) into another existing vendor ID. The summary balances are re-calculated and the original vendor ID is removed from the system.
Vendor Name Modifier - Change an existing vendor name to a new vendor name with a click of the button, updating all work, open and history records.
Payables Select Checks Combiner - Consolidate checks to the same vendor when users are
Payables Minimum Check Utility - Pick a minimum amount for your payables checks created through the select checks process to prevent any checks being created under the minimum amount specified.
Payables Management Master Record Triggers - Add a vendor record and vendor address when you replicate records to another database.
1099 Modifier - If you have incorrectly set up your vendors, or if you forgot to mark the 1099 vendor option on your vendor card for a year or a portion of the year, you can mark the option and run this tool, which will mark all documents for that vendor as 1099 documents. It will then reconcile these amounts into your summary records so they print on your 1099 reports.
Equivalent tools are available for each of the Dynamic GP modules. Microsoft use to sell these tools, for up to $1,500 for each module. But that is no longer the case. if you would like to use any of these tools on your system (if they are not already on your system), your only cost would be our time to install them and train you on how to use them. If you would like to schedule a service, please request this at email@example.com.
Great Plains "Monitor Enhancement of the Month"
Do you have a new HD monitor and your GP screens are not displaying properly? If you are connecting to Great Plains via a terminal or Citrix server, have you observed users dealing with GP screen that are too small on their monitor versus other GP users? If so, we have a solution that we could provide as a service that would resolve the monitor issue. If you are experiencing this issue and you are interested, please send a request to firstname.lastname@example.org. We can then connect to your system with you to see if this issue can be resolved and if so, can quote you before scheduling any work.