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.

The edits described in article 944440 are still the same but the file locations and names are different.  If you use the defaults when installing Web Services you should find the main location at drive:\Program Files\Microsoft Dynamics\GPWebServices.

To set the AllowUserGroups value to “true”,  locate the SecurityAdminService folder in the GPWebServices directory and modify the following key in the DynamicsSecurityAdmin.config file:

Change <add key="AllowUserGroups" value="false" /> to 

<add key="AllowUserGroups" value="true" />

To set the AccessCheckPrincipal value to “UserAndGroup”, locate the ServiceConfigs folder in the GPWebServices directory and modify the following key in the DynamicsSecurity.config file:

Change  <add key="AccessCheckPrincipal" value="User" />  to

<add key="AccessCheckPrincipal" value="UserAndGroup" />

Restart the server and you should now be able to add user groups in the security console.

• How do you manage separate accounting systems?
• What to do with different COA (Chart-of-Accounts) logic and segments?
• Do you have the option of starting from Scratch on your COA?
• Is redesigning an existing Chart-of-Accounts an option?
• Do you have the option of migrating existing companies to Dynamics GP?
• Can you use Excel for consolidation reporting?
• Are your consolidation processes SOX compliance?
• Do you consolidate by organization structures, lines-of-business, or departments?
• Do you have Statutory reporting requirements by country?
• Are your functional currencies different from your reporting currencies?
• Do you provide budget to actual analysis at the consolidation level?
• How do you document and manage eliminations?

No matter the size of the organization, at the end of each accounting period the results of all companies need to be consolidated. The purpose of our “Consolidation Design in Microsoft Dynamics GP” White Paper is to provide design concepts for performing Consolidation Accounting using Microsoft Dynamics GP and FRx.

Microsoft Dynamics GP and FRx can be successfully designed to manage the consolidation process!

Request a free copy of “Consolidation Design in Microsoft Dynamics GP” at http://www.unifiedbiz.com/solutions/consolidations/ .

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.

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

Results using different date combinations:

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

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.

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.

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.

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!

Creating an effective budget and planning tool in Excel is typically not difficult, especially for financial team members who know how to run the world in Excel. The time consuming part are the many links and macros to create summary consolidated results. Then there is the added risk of someone inserting a row or column that breaks the links and the integrity of the reports. This then leads to checks and balances added to the calculations and soon you have a growing monster.

Once you are done, many organizations have created a planning process that no longer makes it possible to integrate into Dynamics GP and so a link is added to FRx requiring time consuming mapping of row definitions. Typically about this time is when at least one person in the organization has achieved a high level of job security.

Excel Based Budgeting eliminates the need to create complex links to summarize the budget results or to create integrations into GP. Starting with Excel Based Budgeting create excel worksheets by each planning area, adding prior year amounts can give managers a good starting point. The worksheets are created all ready to import monthly amounts back into GP so there is no need to create any consolidation files in Excel, just let FRx handle the reporting requirements.

Your current FRx reports are ready to use with just a minor change to the column definitions, just point to the new budget in GP and run the FRx reports, that’s it! Next, make all needed budget changes to the Excel files, import the changes back into GP, and run the FRx reports. Make as many reiterations as you would like. Once you reach the 1^st pass for management review, duplicate the budget in GP creating a new budget for the 2^nd pass and retain the 1^st pass. This gives you great versioning control although inevitably someone with change something and you will still need to investigate who and why. Having version control helps you maintain some control of the inevitable “mysterious budget change”!

Excel Based Budgeting comes with the GL module and is a great budget tool! With unlimited budgets in GP use this module as much and as often as needed. Create 1^st, 2^nd, and 3^rd quarter reforecast by combining actual and budget months in a new Budget ID. Remember to use the Scotty rule of never telling the Executive team how quickly you can have the reforecast ready for new projections.

Excel Based Budgeting will work great until, if ever, your planning process starts to struggle with managing the logistics of who needs to do what and when. Once that starts, check out the Forecaster module and sleep better at night.