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You can’t remove this child customer ID. Apply records exist between the parent customer ID and this child customer ID.

In National Accounts, when you try to delete a Child Custom ID you will get this message if apply records exist. You could make the customer ID Inactive, finish applying cash on any open invoices, and keep the account in history, or remove history, etc. Here is a way to keep your National Accounts clean. This process falls under the “more than one way to skin a cat” category.

Purchase the Professional Services Tool, “Customer Combiner” from Microsoft ($750). This is a great tool for other uses, however, when it moves a Child Customer ID to the new Customer ID, it keeps all the history, including the cash apply history, while at the same time removing the Customer Account out of the National Account.

This works for only the Child Accounts. If you need to move the Parent Customer Account, first you have to remove all the Child Accounts. It does not take long but you can create new accounts for all the Child Accounts, use Customer Combiner to remove them for the National Account. Once there are no Child Accounts listed, you can delete the National Account freeing up the Parent Customer Account to be used as needed including using the Customer Combiner Tool.

CAUTION – A word of caution, Customer Combiner does not move any Master File information, if you have many addresses and setups for an existing Customer Account that you are moving, first move all the Master File information. Once you run Customer Combiner, the old Customer Card is gone.

Be sure to print your Customer Card Setup reports, Reports>>Sales>>Setup, run Customer and Customer Address setup reports.  This will be the only record available after your run the Combiner Tool.

There is another popular Professional Services Tool, Customer Modifier.  It will change the Customer Account Number and maintain the existing National Account.  Good for renumbering your Customer Accounts while maintaining the integrity of your existing National Accounts.

Routines have been available in Dynamics since version 1.0 but is one of the most under utilized features of the system.  Most companies only utilize the receivables aging and remove paid transactions routines.

Routines were designed to a allow a company to have a set of procedures that are followed each month, period, quarter or year and document that they have been followed with the person’s login ID and date and time.

Routines can open a MS Dynamics GP Window, perform an external task (like open a specific file with Excel and run a macro) or run a MS Dynamics GP Macro.  With a MS Dynamics GP Macro you can perform almost any task within Dynamics.

You can get to Routines in MS Dynamics GP by going to MS Dynamics GP | Tools | Routines and then selecting the series that you wish and selecting “Checklists”.  Then press the “Add” button to add a routine.

Below is an example of a period end routine to close the month and produce the monthly reporting package with all the reconciliations and analyses.

Dynamics GP has a very sophisticated process for dealing with NSF (Not Sufficient Funds)

checks.  You select the Receivables Maintenance Posted Transaction screen by going to

Transactions | Sales | Receivables Maintenance Posted Transaction.  Enter the customer ID.

Then select the type of transaction, in this case “payment” and then select the payment

number that you want to mark as NSF.  Press the “NSF” button.  Auto Post NSF Debit Charge

screen will open and you can enter the NSF charge amount

Then click the OK button.  Dynamics GP voids the payment and adds a NSF fee.

See below where the payment is voided as indicated by the * next to Open on PMT line

and posts a debit memo for the $15.00 NSF fee to the customer account.

So in this example, the customer now owes a total of $114.75, $99.75 for the original

invoice and $15.00 for the NFS fee.

When it comes to Year-End Close the first thing many Dynamics GP users do is a search in Knowledge Base on CustomerSource for “Year End Close”.  They get 100’s of results like, “Error message when you try to post a transaction in General Ledger in Microsoft Dynamics GP after the year is closed: "Year-End Close is still in process and batches cannot be posted"”.  Good to know but not exactly what they were looking for.  That’s because Knowledge Base is focused on closing errors and issues, not the proper Year-End Closing processes and procedures.

Next, users open each functional area manual, great Holiday reading, and they find specific closing procedures but scattered throughout and not in order.  What do you close first and what does the close actually do to the data?

Save time and confusion, order your Year-End/Period-End Processing manual by Accolade Publications today from Unified Business Solutions, $45.00, Contact Us!  

Properly closing a year in Dynamics GP is necessary to maintain not only accurate financials but a number of important business metrics. The procedures provided by Microsoft effect the proper closing for the software but do not always provide a solid financial accounting close.

This manual provides complete closing procedures for Dynamics GP modules GL, AR, AP, SOP, POP, IV, and PR.  It also includes complete explanations of the processes being performed, the proper sequence in which to perform the closings, and when each module should be closed.

Year-End Closing Procedures for Dynamics GP 8, 9 and 10!