Finance Module Best Practices Dynamics GP Speaker Names: Mike McDowell, Leslie Vail GPUG

# UBGP004

Finance Module Best Practices Dynamics GP Session Objectives  Interactive!  Share experiences with Microsoft Dynamics GP Financial Series  Discuss do’s, don’ts and best approaches  Answer YOUR questions on how to use Dynamics GP more effectively

# UBGP004 Best Practices: All Users  Use Macros To Automate Tasks –Schedule large reports to run after hours –Schedule File Maintenance Tasks to run after hours –Simplify repetitive tasks like Bank Transfers –Create Integrations not otherwise supported DEMO – Bank Transfer

# UBGP004 Best Practices: All Users  Use SmartList Reminders To Identify Exceptions –Create Smartlist looking for exceptions…save with a reminder on home page when records exist Customers without default Price Levels Transactions with no Tax Schedule ID –Create your own Smartlist with the new SmartList Designer built into GP 2013 Demo – SmartList Reminder as Cue

# UBGP004 Best Practices: All Users Use Business Alerts Create Business Alerts looking for exceptions…and have notifications sent out Demo – Show Business Alerts Wizard

# UBGP004 Best Practices: All Users  Speed Entry – Negative Numbers in Distributions  Speed Entry – Date Shortcuts –“+” or “-“ will advance or go back one day. –Enter day - Date field will default to Month and Year –Enter Month and Day - Date will default to year.

# UBGP004 Best Practices: All Users  Use Safe Pay to protect against fraud  Utilize the Professional Services Tools Library –Combine and/or change GL accounts using account Modifier/Combiner –Correct 1099 amounts using 1099 Modifier –Correct Vendor and/or Customer names using name modifier –Unapply a Receivables Management Transaction

# UBGP004 PSTL Tools

# UBGP004 Best Practices: All Users  Use SQL Report Builder –Free download from –Easily create ad-hoc reports –Easily create executive dashboards and KPI –Easily create data driven maps –Free training at

# UBGP004 Best Practices: All Users  Use Business Analyzer –View ad-hoc reports –View executive dashboards and KPI –View data driven maps  Free Dashboard for Excel –

# UBGP004 Best Practices: All Users  Transition To GP 2013 Perpetual Licensing –Unlimited Employees for Payroll and Human Resources –EFT Payables and EFT Receivables –Electronic Bank Reconciliation –SafePay –Cash Flow Management –Fixed Assets –Account Level and Field Level Security –National Accounts –Deferred Revenue and Expense

# UBGP004 Best Practices: Controller  Eliminate Accounts with wrong posting type –Create a SmartList and make a Reminder with it  Create a multi-use Budget ID –Use OPERATING for the current year budget so that you don’t have to change your reports that reference the budget each year

# UBGP004 Best Practices: Controller  Posting Prior Year Adjustments –Don’t hold off closing your GL until those auditor entries are available. –Currently can post to the most recent historical year. –Historical year posting automatically rolls forward. –Setup GL to normally disallow prior period entries except when you need to do so.

# UBGP004 Best Practices: Controller  Unlimited history years using budget IDs –Store historical year financial summaries for years prior to acquisition of acquired entities.  JE Lookup for historical journal entries – new with GP2013.

# UBGP004 Best Practices: Controller  Recording a wasted Check 1. Enter a Check transaction. 2. Enter wasted Check Number 3. Enter description if desired in the 'Paid To' and 'Description' fields. 4. Leave the Amount at $ Ignore the distributions. They're not required. 6. Post the transaction.

# UBGP004 Best Practices: Controller  Reconcile a cash account with no transactions for the period –Enter $.01 dummy Increase Adjustment –Enter $.01 dummy Decrease Adjustment –Debit and credit the cash account for both transactions. –Run Reconcile and clear the two dummy transactions. –Your reconcile reports will then print.  No Longer an issue with GP 2013 R2

# UBGP004 Best Practices: Controller  Create functional currency USD even if not using MultiCurrency –Many modules require it, like eConnect, Intercompany  Consider using automatic download of currency rates if using MultiCurrency –Olympic Systems provides a product for this

# UBGP004 Best Practices: Controller  Back Out and Correct Posted GL Transactions  Copy GL Entries Demo – Show setup screen

# UBGP004 Best Practices: AP  Use EFT Payables –Print fewer checks –Send a file to the bank to transfer funds to your vendors  New feature Unapply Credit Docs when voiding a check  Reprint Check Remittance in GP 2013

# UBGP004 Best Practices: AP  Vendor ID Conventions –Do not include special characters from Vendor name such as ampersands (&), at signs or apostrophes (‘). –Skip words like “and”, “the”, and “a”. –No leading zeros –Ignore spaces and punctuation marks. –Be consistent, it is an alphabetic sort –Document your convention in a window note Demo – Window Note

# UBGP004 Best Practices: AP  Clean up vendor list –Inspect new vendors with SmartList –Catch vendor fraud using SmartList Duplicate addresses Mismatched Check Names –Look for inactive vendors and exclude from lookups –Delete vendors by changing to inactive –Verify TINS using website

# UBGP004 Best Practices: AP  Scheduled Payments –Split transaction into multiple payments –Loans and Leases –Amortize to record interest and principal –Purchasing > Transactions > Scheduled Payments –Set amount, term, interest rate, amortization method –Can modify any time

# UBGP004 Best Practices: AP  Reconcile to GL for AP Module –Use the tool provided – Tools>Routines>Financial>Reconcile to GL –Use GL Trial Balance and balance to AP –Historical Aged Trial Balance (HATB) for daily balancing.  Lock down Subsidiary Ledger Accounts  Set series lookup defaults  Setup additional vendor accounts

# UBGP004 Best Practices: AP  Edit Open Payables Transactions –Discount Date –Due Date –P.O. Number –Description –GP 2013 – Adds Remit to Address ID –Cannot change document date!

# UBGP004 Best Practices: Purchasing  Copy a Purchase Order –Actions button - pick Create and Copy New PO –Enter the source PO –Set the Vendor, Currency, Customer, Dates, Sites and Cost options. –Select to copy all PO lines, include canceled lines/quantities, copy freight, misc, or shipping amounts –Display the new PO when done

# UBGP004 Best Practices: Purchasing  Purchase Order Receipt Tolerance –Professional Services Tool (FREE) –New GP 2013 feature –Set tolerance for excess receipts –You can choose a zero tolerance or some reasonable low tolerance which prevents receiving in excess of the tolerance you set

# UBGP004 Best Practices: Purchasing  Move Closed Purchase Orders to History –POs accumulate in the open tables, slowing down search and lookup functions –Move closed POs to history on a periodic basis. –Purchasing > Routines > Remove Completed Purchase Orders

# UBGP004 Best Practices: Receivables  Moving Receivables transactions to History –Run Paid Transactions Removal routine on regular basis –Use a cutoff date that lags by a few months. –Sales > Routines > Paid Transaction Removal

# UBGP004 Best Practices: Receivables  EFT Receivables for better cash flow –Draw money out of your customer’s bank accounts –Generate invoices in AR with a related EFT receipt

# UBGP004 Best Practices: Receivables  Speed Up the Receivables Aging Process –Select the ‘No Report’ option –Aging will run without having to compile all that data into a report

# UBGP004 Best Practices: Database Admin  Backups –Setup nightly full backups –Setup transaction log backups on hourly basis Allows Point-in-Time recovery –Perform Test Restore to validate backups

# UBGP004 Best Practices: Database Admin  Professional Services Tools Library –Combine and/or Modify: Accounts Customer ID Vendor ID Item Number Employee ID (Modify Only) Fixed Asset ID (Modify Only) Salesperson ID (Modify Only) Sales Territory ID Checkbook ID (Modify Only) Inventory Site ID

# UBGP004 Best Practices: Database Admin  Professional Services Tools Library –Master Record Triggers –Payables Minimum Check Utility –1099 Modifier in mass –Unapply Receivables Historical Transactions

# UBGP004 Best Practices: Fixed Assets  Use a Fixed Assets clearing account –Capture payables transactions –Capture purchase order receipts  Line Items on PO

# UBGP004 Best Practices: Fixed Assets  New features in GP 2013 –Intercompany asset transfer –Historical Depreciation report

# UBGP004 Best Practices: Inventory  Copy an Inventory Item –Enter new item number –Press the copy button at the top of the form –Select which item you want to copy from –Optionally copy Price list Site assignments Vendor assignments Currency assignments

# UBGP004 Best Practices: Payroll  Fiscal Year Tracking in U.S. Payroll –Payroll > Setup > Payroll > Payroll > Options Enable Fiscal Year Tracking checkbox –You can see Payroll data aligned with your fiscal year –Deduction and benefit max’s based on fiscal year amts. –Switch between calendar and fiscal year information on payroll inquiry windows.

# UBGP004 Best Practices: Payroll  Easy Updating Of Tax Tables –Log in as sa and open File>Maintenance>U.S. Payroll Updates>Check for Tax Updates. –Select Automatic (if online) or Manual (requires TX.cab file download)…then Process –Tools>Setup>System>Payroll Tax allows you to verify date of latest tax update installed

# UBGP004 Best Practices: Payroll  Reprint Check stub & Earnings Statements –Go to Payroll Check Inquiry window –View the checks for an employee –New checkbox lets you print a duplicate report for the employee. –You can mark one or more checks to print.

# UBGP004 Best Practices: Payroll  Post Manual Transactions when Amount is Zero –Use Transaction-Level posting –Clear the Batch ID

# UBGP004 Best Practices: Payroll  Payroll Mass Transaction Entry (Transactions>>Payroll>>Mass Entry) –Enter all holiday pay transactions at once –Select date range and range of employees –Can edit amounts and employees –Preview transactions to be created and delete the transactions that should not be created. –Click Build Batch to create the transactions. –Edit transactions in the Payroll Transaction Entry window.

# UBGP004 Best Practices: Payroll  Auto Assign Codes Based On Employee Class –Payroll > Setup > Payroll > Employee Class > Codes button –Codes are automatically setup when employee class is assigned to an employee –If you remove a code from the Assigned Codes list, you will be asked if you want to inactivate the code for all employees in the class –Adding a code to the Assigned Codes list gives you the option to assign it to all current members of the group.

# UBGP004 Best Practices: Sales  New Ship To Address in SOP –An address name is added to the sales ship to address entry window which can be printed on sales documents. –Helpful if the name of the receiver of goods does not match the name of the person ordering. For example, if goods are shipped directly to a vendor. An option for printing a phone or fax number on the sales document is also added.

# UBGP004 Best Practices: Sales  Add suggested items –Generate more sales from related items –Can also suggest quantity

# UBGP004 Finance Module Best Practices Dynamics GP Questions?

# UBGP004 Thank You!  Mike McDowell – Mekorma -  David Eichner - ICAN Software -  Joyce Vanjura – Luby’s Fuddruckers Restaurants LLC - SESSION # - UBGP004

# UBGP004 Thank You!  Mike McDowell – Mekorma -  Joyce Vanjura – Luby’s Fuddruckers Restaurants LLC  Leslie Vail – ASCI, Inc. - SESSION # - UBGP004