In Touch with Dynamics GP

This blog is intended to be a useful resource for Microsoft Dynamics GP users and professionals in the UK and the wider Microsoft Dynamics GP community as a whole.

Wednesday, 30 September 2009

Quick Lookup Ctrl L

I have just got out of a WEBEX session with one of our clients. For those of you who have not had the pleasure of WEBEX yet this is a desktop streaming technology we use to take over your workstation to assist with support call resolution.
Any way whilst looking up a debtor I used the quick look up short cut key stroke and the end user had never seen this before and was impressed with the speed and ease of use. It occurred to me that this is something that no one tells you about, every one uses the smartlist functionality but not the hot keys etc.

So here it is. In any of the look up fields start typing the first couple of characters of the ID then press Ctrl L and it will take you to the first match in Alphabetical order.

Its a simple as that, some times its the little things that make a difference.

I have published a whole list of hot key , keystroke short cuts on our online knowledge base which can be accessed by Touchstone clients.

any questions please contact

Monday, 28 September 2009

A quick reminder V8 support is about to run out 13th October 2009

This is a Quick reminder for those of you still on version 8.

Mainstream support for Microsoft Business Solutions – Great Plains 8.0 will end October 13, 2009 per the Microsoft Support Lifecycle Policy. This means that any GP 8.0 issues logged after Oct 13 will not be supported by Microsoft.

You can still log these issues with the Touchstone as we will support our clients on whatever version of Dynamics (GP) they are on. However you do need to be aware that should we need to escalate an issue to microsoft or the code requires a bug fix for a previously undiscovered bug, then the only option will be to upgrade to a supported version.

If you are tinking of upgrading then there is an audit document available on our online knowledge base or you can ask the or your Account Manager.

The Audit document contains sizing information about database sizes , numbers of modified reports and server specifications, all of which are needed to give an acurate quote on an upgrade.

If you would like some help filling it in then the will be happy to assist.

Once it is completed send it tous and we can provide you with a quote for the upgrade.

If you have any questions please feel free to contact

Monday, 21 September 2009

All Change on 15% Tax Again January 2010

Tax Changes in Dynamics (GP)

This is a quick re working of the advice we put together last time the VAT changed from 17.5 to 15%. This change is being reversed in January 2010 so now would be a good time to start thinking about how this might effect your systems. The changes in VAT where originally set out in the Chancellors PBR on the 24th November 2008. Because of the nature of Tax calculations in Dynamics (GP) this article is intended purely as a Guide and you will need to choose the appropriate actions for your circumstances.

Note: We have kept these notes fairly generic as we have clients on several different versions, however in version 10 where we give a path to Setup>company etc these are found under Tools> setup > Company

Tax Details

Originally we advised that everyone will need to set up a new set of tax details to replace the 17.5% details currently used. We recommended that you did not simply change the rate on your existing detail as this could cause you reporting problems and issues when trying to post back.

To set up a new Tax detail you need to go to Setup>Company>Tax details
You needed to set up a minimum of two details, one for sales and one for purchasing. This needed to be done in each of your companies.

If you followed this advice you should now still have your original 17.5% tax codes to which you can now revert in January.

Tax Schedule

Here you have Two choices.

Option 1: We advised that you could retain the existing Tax schedule and simply remove the 17.5% detail from this schedule. Then add the new 15% detail to the schedule and to the ALL Sales and ALL purchasing schedules that you have setup on the company. Schedules can be accessed from setup>Company>Tax Schedules. This has the advantage of not then needing to change any setup on classes , debtors, creditors , items or projects. Simply put where ever the old 17.5% detail appears in a schedule on its own (No other details)you will need to replace it with the 15% detail and wherever it appears with other details you will need to add in the 15% detail. If you took this option then it is simply a matter of swapping the details back.

Option 2: is to setup two new Tax schedule (one sales one purchasing). Again this is done through setup>company>Tax schedules. Once these have been crested you will also need to add the 15% Tax detail to the existing All sales and All Purchasing tax schedules. However if you create a new schedule you will need to change all the card records within dynamics that have a schedule attached. These are Debtor maintenance, Creditor Maintenance, Item maintenance, Cards project categories, SOP setup options default tax schedules , and the appropriate Classes for all of the above , this will also need to be done in each company. If you took this option then you will need re allocate the ols schedules to classes etc and role down the changes.

VAT Reporting and Vat input and Output codes

Originally we advised, If you are using the standard Vat reporting within Dynamics (GP) this all works off of Tax detail ID so if you have created a new detail there should be no issues. However some of our clients are reporting directly off of the GL account code. If this is the case you will need to setup two new GL accounts for the new tax rate (input and output accounts)and add these accounts into the new details you have created.
Setup new accounts under cards >Financial>Accounts remember it will need to be a balance sheet account.
The Account can be associated with the Tax detail Setup>Company>Tax detail id.
You may wish to do this even if not reporting directly of the GL. If you followed these instructions you will need to change the account code back.

Sales Order Processing

SOP will cause some issues as any outstanding transactions created this week will retain their 15% tax detail when transferred to invoice (This is not a problem for POP as this recalculates). The Tax setup options for SOP are on the options Tab of the Sales Order setup window found under Setup>Sales> Sales order processing. To get round this issue you will need to go back and change the tax on the order to the new rate before transferring to invoice.

Nolan’s Advanced VAT

We have spoken to Nolan’s and they are issuing no specific advise however like us they are advising to create new details rather than update existing ones. These are found in the same place as the standard Tax details as these are alternate windows.
Note: if using Nolan’s advanced VAT you can set an account to be Taxable, in which case a tax schedule is held against the account as well as an individual Tax ID , these will need to be changed as well where they are using the 15% tax detail. These are accessed under cards>financial>Account .

Project Accounting

Depending on how your projects are setup , you may need to change the tax schedules on Cards> Projects> cost category.

Further Advice from the Government

For further detailed information and HMRC guidance about the original change, please visit the HMRC Website at

Advice has yet to be issued on the upcoming change in January 2010

No advice has been issued by Microsoft at this time , but when they do we will update you.

If you have any questions please contact the

Friday, 18 September 2009

No 1 Cause of year end issues

Its been a funny old day on the helpdesk today , every other call seemed to be about year end. So this is probably the opportune time to post a little reminder that the No 1 cause of year end issues is incorrectly marked posting types on accounts.

When you run year end all your P&L accounts are closed to retained earnings and your Balance sheet accounts produce a BBF (Balance brought forward) entry. If the accounts are incorrectly marked under cards>financial>accounts with the wrong posting type , then they will produce the wrong type of entry.

So Top tip for the day is make sure these are correct , this is easily done using smartlists.

If you have any questions please contact the

Wednesday, 16 September 2009

How to Reconcile RM to GL when you have multiple RM control accounts

This situation presents us with a unique set of circumstances as you can not restrict the Receivables aged trial balance by account. It can be restricted by payment priority and class so with some forethought and planning you could have debtor classes set up that use a specific control account or something similar along the lines of payment priority. If you have not done this or you think some transactions may have been miss posted then using smartlists would be your next best thing.

In Smartlists you can create a report for the receivables transactions based on the system date range and then create a report for GL (account transactions) for the system date range. This way, you can compare when the information was physically entered in the system (even with a different document date between modules). If one of the modules has the transaction posted and the other is missing, you can determine if the transactions were posted with a different date in GL than in receivables.

Within smartlists, open up the receivables transaction option. Add the column Posted Date. This column stores the date from your computer of when the document was physically entered in receivables. Even if the document date was for the previous year, the posted date stores the date of when you physically entered it. You can compare the posted date to the posting date (holds the document date) or the document date as well. You can narrow your search by entering the posted date since you were last in balance. This will tell you all of the transactions that were entered in receivables since then and you can compare your GL report to that and see if one module is missing the transaction, has a different document date, or a wrong amount as well(possibly the batch was edited in GL before it was posted). To restrict this report to just one of your multiple control accounts you will need to add in the Account receivable Account Number field and then restrict your report by this in the search option. This is where you would put in the value of the Control account you wish to reconcile.

Next, you will want to open the account transaction option within smartlists. Add the columns Originating Posted Date and Originating Document Number. This stores the posted date (system date) from the originating module. Even if you change the batch date, this stores the date of when it was entered. You can compare the originating posted date to the trx date (document date) in account transactions as well to see if they vary from what your receivables transaction report returns. You may also want to add the Originating Document Number and Originating Master ID (debtor id) to this report, that way you can tick transactions off by using the document number instead of looking for amounts. This time to restrict the report to the specific control account you will need to add in the Account Number field to the search criteria and add your Control account number here.

These reports will give you a good guideline on trying to narrow down when something was entered, but there could be other possibilities that could be a cause such as a posting interruption (but this may have updated one module and not the other so you can compare what's missing), receivables history was removed (which only effects receivables and not GL).

The reporting can be automated further by using excel functionality. Both reports can be out put to excel from smartlists. If they are put into the same workbook on different sheets , you can then use the V lookup functionality to compare the Document number on the RM report to the originating document number on the GL report thus highlighting differences and giving you a place to start.

If you are interested in a certain sub set of transactions on the RM such as the unapplied/outstanding transactions then the RM side of the report can be restricted further by adding in the Current Trx Amount field to Columns. If the value of this field is greater than 0.00000 then there is an amount outstanding on the document and so this can be added to the search criteria.

If you have any questions then please contact the

Friday, 11 September 2009

How to split out One RMA to multiple RTV with multiple vendors

This functionality is easy to find in version 10 of Dynamics (GP). Ordinarily if you create multiple RTVs (Return to vendors) from a single RMA (Return material Authorisation) then the system will try and create one RTV for just one of the vendors.

However if you go to Tools > Setup > Project > service setup and go to the Returns button. On the RTV side you will find a consolidated check box. Un Check this box and the system will then allow multiple RTV's to separate Vendors.

In Version 9 however the check box is not there in the setup options. Instead it is on the window that appears when you create the RTV from the RMA. When you click process this box appears at the bottom of the screen and is very easily missed. Un check this to allow multiple RTVs to multiple Vendors.

It seems simple but that check box is easily missed (Rhonda at Microsoft pointed it out to me, thank you).

If you have any questions, please contact the

Wednesday, 9 September 2009

Touchstone Group's Microsoft Dynamics Client Conference 2009 - 15th October - Registration is now open!

Yes its that time of year again where you actually get to meet some of our helpdesk staff. If you ever wondered what we look like when your talking to us on the phone now is your chance to find out. There will be several of us at the conference.

Also it is an excellent opportunity to meet with some of your peers in the industry and get up to date on the latest software releases and version 11. We will also be looking at modules etc that can save you money during these tough economic times, such as spend control and several electronic document solutions (yes if those Royal mail strikes affected your business then emailing your remittance advices may be the way to go).

For more information and to sign up, follow the below link to the Conference micro site.

Integration Manager and Windows 7

For those of you who like to keep up with the latest releases of Microsoft operating systems , you may be contemplating a move to Windows 7.

As Mentioned in earlier posts this is compatible with version 10 of Dynamics (GP) however not all third parties and other modules have been tested at this time. One of the most notable of these is Integration Manager. Currently this has not been tested with version 10 and is unsupported on the windows 7 platform.

If the Situation changes we will let you know.

If in doubt about supported operating systems please log a call with our helpdesk

Monday, 7 September 2009

Stuck Batches

Well its Monday morning, the summer holidays are over and we have had to sit on London’s orbital car park (other wise known as the M25) to get to work.
One of the first things we do on a Monday morning is to go through those emails and support cases that have been logged outside of office hours over the weekend. This morning there were three cases all to do with batches being stuck. Therefore I thought a blog on the subject might be of some use.

Since the batch recovery tool was introduced back in version 6 the instances of stuck batches have dramatically reduced , however we still get those annoying loops once in a while where you pick up your batch from batch recovery and it sends you straight back to batch recovery. When this happens your only option is to reset the batch in SQL.
Below is an extract from an article on our online knowledge base that tells you how to deal with this.

If you are one of our clients, you can sign yourself up to our customer portal to access this via the support section of our website ( or simply ask the helpdesk and they will set you up.

Batches should be freed through batch recovery, these steps should only be taken if this is not possible.

1. Make sure you have a current backup of your company database.

2. Go to the SQL Query tool located in your Microsoft SQL Server Program Group.

3. Under DB select the company database you are working with, i.e., TWO is the lesson company.

4. Enter the following query in the query window;UPDATE SY00500 SET MKDTOPST=0, BCHSTTUS=0 WHERE BACHNUMB='XXX'(where XXX is the batch number of the batch you are trying to post).

5. Under DB select the DYNAMICS database and enter the following query;DELETE SY00800 WHERE BACHNUMB='XXX'(where XXX is the batch number of the batch you are trying to post).

6. Verify the accuracy of the transactions.

7. Verify that you can edit and post the batches.

Wednesday, 2 September 2009

What should I back up?

This is not as obvious a question as it would seem.
We are all aware that you will need to backup your Dynamics and Company databases however there are other files which store unique set-up information required to run your dynamics system. Below I have listed these areas:

Sysdata This is the file/folder that stores all your FRx rows, columns and trees along with the FRx registration information.

IM.mdb If you are using Integration Manager, this is the access database that will store all the queries etc. that you set-up within Integration Manager.

Reports.dic This is where any reports that you modify will be stored; you should have an up-to-date copy of this somewhere accessible. In the event that this becomes corrupted you can then replace it.

Forms.dic This is the same as the reports.dic but contains modified windows.

Any files with.dic or .vba extensions These are the dictionaries for any modifications to the third party products and any VBA modifications

Letters folder, if you are using the letter writing wizard then all your templates are held here. This could be local or on the server.

OLE notes. This folder should be on the server and will contain any attachments that you have added to notes in Dynamics.

For further advice please contact the Touchstone helpdesk.

Dynamics (GP) 10 Service Pack 4

Service Pack 4 for version 10 has now been released and is available for download from Microsoft’s customersource web site. Please do not install this service pack yet as we have not completed in house testing on it at this time. Salim Umerji (our Product Manager for Dynamics (GP)) has scheduled time for this testing and will be updating this blog once testing has been completed.

If you have any questions regarding this service pack please contact the helpdesk

Windows 7 and Dynamics (GP)

Well there is good news and there is bad news .

The good news is Windows 7 is compatible with version 10 of Dynamics (GP).

The bad news is that there are no plans to make it backwards compatible with earlier versions and no testing has been done at this point with FRX or any 3rd party add ons .

Please contact the helpdesk before upgrading to windows 7