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Return transaction document types that are available in Purchase Order Processing in Microsoft Dynamics GP

Monday, February 22nd, 2010

Under what conditions should I use a specific return transaction document type?  Here is summary of when to use a particular document type. For examples of each type go to CustomerSource and search for the Microsoft Knowledge Base Article ID 936280. I found it very useful, however, like some Knowledge base articles, it took some time to find it.

Return transaction document types

The following return transaction document types are available in Purchase Order Processing.

Return

A Return transaction document type is used if the following conditions are true:

• A shipment transaction has been posted for the purchase order.

• An invoice transaction has not been entered for the purchase order.

• The item in the purchase order has not yet been removed from inventory.

"Return w/Credit"

A "Return w/Credit" transaction document type is used if the following conditions are true:

• A shipment transaction has been posted for the purchase order.

• An invoice transaction has been posted for the purchase order.

• The item in the purchase order has not yet been removed from inventory.

Inventory

An Inventory transaction document type is used if the following conditions are true:

• A shipment transaction has been posted for the purchase order.

• An invoice transaction has not been entered for the purchase order.

• The item in the purchase order has been removed from inventory.
Note An Inventory transaction can also be used for items in drop-ship purchase orders that were returned by the customer. You can do this if the invoice transaction has not been matched to the purchase order.

"Inventory w/Credit"

An "Inventory w/Credit" transaction document type is used if the following conditions are true:

• A shipment transaction has been posted for the purchase order.

• An invoice transaction has been posted for the purchase order.

• The item in the purchase order has been removed from inventory.
Note An "Inventory w/Credit" transaction can also be used for items on drop-ship purchase orders that were returned by the customer after the invoice transaction has been posted.

Windows Phone 7 Revealed…

Monday, February 15th, 2010

But is Windows Phone 7 an iPhone Killer?  Definitely Maybe.

Our crack team of investigative reporters at Gizmodo visited the Mobile World Congress 2010 in Barcelona, Spain to get us the latest update on the new Windows Phone 7 platform.  Quite simply, it looks fantastic.  Now we know what the chaps in Redmond having been doing while Apple was gobbling up smartphone market share.  Windows Phone 7 is a complete overhaul from their current Windows Mobile 6.5.  But is Microsoft too late?  Not a chance.

Windows Phone 7: First Video – Windows phone 7 – Gizmodo

USB 3.0 Is Finally Here

Thursday, February 11th, 2010

USB 3.0 is finally here.  Goodbye FireWire, I never knew you.  eSATA, ’tis better to have loved and lost than never to have loved at all.

So how do I know USB 3.0 has finally arrived?  Well, I’m in the market for a new external hard drive, so I went to the Western Digital homepage on the world wide internet of tubes and it slapped me right across the face.  My Book 3.0.  They now have their popular external hard drive series available for USB 3.0.  It’s available in 2 TB and 1 TB sizes, but it’s a little pricy at the moment.  The MSRP is $280 for the 2 TB model and $200 for the 1 TB model.  That’s a little more than I want to pay for a drive that will probably crash one day after its two year warranty (prove me wrong WD).  Yes, you read that correctly — it only has a two year warranty and I issued a personal challenge to WD.

My Book 3.0

Super cool checkerboard surface not included

Office 2010 release date June 2010

Wednesday, February 3rd, 2010

It’s been reported that Office 2010 has reached the release candidate stage and is in the hands of testers.  Techradar also is reporting that the release date will be June 2010.

Select Payable Checks using Dates

Tuesday, January 26th, 2010

Computer Checks – Select Payables Checks

Select Due Date and Discount Date Cut-offs Overview

The Due Date Cutoff and Discount Date Cutoff are used to determine what invoices to include in the check run.

If Due Date is selected in the Due Date Cutoff field, all the vouchers for the selected vendors that are due on or before the date specified are included in the batch. To not use a cut-off date, select None. If None is selected, all the vouchers within the vendor and document range selected are included.

If a due date cut-off is selected, the Discount Date Cutoff field becomes available. If Discount Date is selected as the discount cut-off date, all vouchers for the selected vendors with a discount date on or before the date specified are included in the batch. If All is selected, all vouchers with discounts available are included in the batch.

The Apply Date and Non-Qualifying Discounts

Apply Date – of the invoices selected using the Due and Discount Date Cutoff, the Apply Date determines what discounts to apply.  All invoices selected that have valid discounts on this date will be paid at the discount amount.

Take Non-Qualifying Discounts – this selection override the Apply Date and takes all discounts on the invoices selected. 

Sample – Select Payables Checks Using Various Dates and Options

The following sample invoice was used to demonstrate the resulting check amount using various date selections in the Select Payable Check window.

Sample Invoice
Invoice Amount $1,000.00
Terms 2% 10 Net 30
Discount Available $20.00
Invoice Date Jan 1
Terms Discount Date Jan 11
Due Date Jan 31
Results using different date combinations:

Due Date Cutoff

Discount Date Cutoff

Take Non-Qualifying Discounts

Apply Date

Results Check Amount

None None No Jan 11      $980.00
None None No Jan 10      $980.00
None None No Jan 12    $1,000.00
Jan 11 None No Jan 12          $0.00
Jan 11 None No Jan 11          $0.00
Jan 31 None No Jan 11      $980.00
Jan 31 None No Jan 12    $1,000.00
Jan 11 Jan 11 No Jan 11      $980.00
Jan 11 Jan 11 No Jan 12    $1,000.00
Jan 11 Jan 12 No Jan 11      $980.00
Jan 11 Jan 12 No Jan 12   $1,000.00

Use Take Non-Qualifying Discounts on all scenarios above will override the discount amount used as follows:

None None Yes Jan 12      $980.00
Jan 31 None Yes Jan 12      $980.00
Jan 11 Jan 11 Yes Jan 12      $980.00
Jan 11 Jan 12 Yes Jan 12      $980.00

Microsoft Hyper-V for Free

Tuesday, January 26th, 2010

Hyper-V is Microsoft’s virtualization technology.  It comes available in two forms; as part of Windows Server 2008 R2 and as a free download.  In previous versions, the free version had limited capabilities compared to its bigger brother.  However; now the difference has been greatly reduced.  Hyper-V server now supports > 32 GB of RAM and > 4 processors.  The disadvantage?  No graphical user interface (GUI) and host management.

That means installation is very simple but lacks the GUI of a full Windows installation.  To actually deploy virtual servers you have to install Hyper-V management tools on a local desktop or server.

I’m familiar with Windows Server 2008 R2 with Hyper-V so I thought I would give Hyper-V a “shot”.  First you can download it here from Microsoft’s site.  You must have a processor that supports 64 bit operating systems and hardware virtualization.  Be sure and check out more information at the Hyper-V site.

After downloading and burning the DVD I began the install.  Even though it doesn’t have a GUI it starts out looking a lot like a Windows 7 install.

IMG_1712

IMG_1714

After formatting the drive, copying the files, installing Hyper-V, you reboot and get presented with this interface:

IMG_1719Looks like fun doesn’t it?!  It’s actually not as bad as it looks.  You can configure:

Domain
Computer Name
Add local administrator accounts
Run Windows Update
Turn on Remote Desktop
TCPIP settings

Just enough to get the system functioning.  If you remote into the system using RDP you get the same interface.  How do you install 3rd party drivers?  Good question.  How do you create a virtual server?  Another good question.

3rd party drivers, you’re out of luck.  If you have Windows 7 or a Window Server 2008 machine you can download the Administrator Tools and install the Hyper-V management tools.  That is the only way to manage the server.  It sounds easy but there are tricks to get the tools to run on Windows 7.  There are a number of threads out there about it, go to John Howard’s blog for configuring the tools and you can download them from Microsoft here.

In the end I decided to go back to a full blown Windows 2008 R2 install with Hyper-V.  However;  Hyper-V server itself has advantages; it’s free, uses less resources for the host and if you already have a Hyper-V manager or System Center Manager then I think the choice is even better.  The main thing is that you have options and you can have a mixture of servers depending on your requirements and budget.

Social Networking Tips

Monday, January 25th, 2010

Gigaom has a great article with several good tips for using social media in your business.  Topics include “32 ways to use Facebook for business”, “62 ways to use Twitter for business”, and “33 Ways to use LinkedIn for Business”, and others.  Take read over at Gigaom.

Microsoft Tablet?

Wednesday, January 6th, 2010

That’s what we’re starting to hear.  Supposedly Steve Ballmer will reveal a Microsoft Tablet manufactured by HP at tonight’s CES keynote.  Will Microsoft try and beat Apple to the punch?  We’ll have to wait and see.  If you want to see it live tonight, check this page out at Microsoft.

Child Care Payments and other recurring garnishments in Dynamics GP

Tuesday, January 5th, 2010

Setup Dynamics GP to maintain your Account Payable Child Care Payments and other garnishments in a recurring batch with the appropriate frequency.  The Check’s remittance advice will list Employee Name, Case #, and Amount.

First, in the Payables Management Setup Window, select Allow Duplicate Invoices Per Vendor: Recurring Transactions Only, Tools>>Setup>>Purchasing>>Payables.

Create a recurring batch for all garnishments with the appropriate frequency, weekly, monthly, etc..

In the Payables Transaction Entry window, enter an invoice transaction for each garnishment using the Employee Name in the Description field and the Case # in the Document Number field.  Save each transaction to the recurring Batch ID for garnishments.

When you print checks, the remittance will have the Employee Name, Case # and Amount for each garnishment.  You may need to modify your check form to align the fields to print properly on the remittance.

The batch will maintain all payments and you can add or remove employees as needed.

Allowing Duplicate Invoices Per Vendor for recurring transactions keeps the Case # from changing for each payment posting.

Month End Receivables Processes in Microsoft Dynamics GP

Friday, December 18th, 2009

Dynamics GP has developed a number of routines to help companies with their month end receivables processes.  These routines can be modified to reflect the exact process that your company uses.  To utilize these routines in MS Dynamics GP 10 you would go to Microsoft Dynamics GP | Tools | Routines | Sales.  There you will see all of the receivables activities that Microsoft found companies may do at month end.  Two activities that all companies should do monthly is age there receivables and remove paid transactions to history.  Below is an example of the routines that are available for the sales series.

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