Author: Belinda Allen

Belinda Allen (Microsoft MVP) is both a Microsoft Certified Professional for Dynamics GP (MCP) and a Microsoft Certified Trainer (MCT). She is also the co-founder of Smith & Allen Consulting, Inc. (www.saci.com), a business management software consulting firm for over 24 years. Belinda began implementing ERP systems so long ago that Windows was not an operating system, but an application. Larger businesses used old Main Frames with monitors that were Green and Black and smaller business did accounting by hand. Having seen the evolution that has taken place over the years from pieces of paper to analytics, Belinda still gets excited every time she helps a business improve. Belinda is also well known for her Blog www.BelindaTheGPcsi.com. Her blog is about sharing really useful information about the product quickly and succinctly. She has earned the nickname GP CSI because she excels at reviewing GP problems and figuring what went wrong and why. With followers all over the Globe she is able to share knowledge and achieve her mission: “To Improve the Lives and Business Success of my Followers.” In her time off, Belinda enjoys sailing, woodturning, crochet/knitting, sewing/quilting, reading and playing the ukulele (Belinda often participates in Ukulele Jams in NYC.)

It’s Microsoft Dynamics GP “Payables Management” NOT “Invoices I need to pay”

One of the most frustration situations I come across is when I walk into an existing user of Microsoft Dynamics GP only to find they are using Payables Management (PM) as a fancy check writer rather than a tool to manage payables. 

Originally Posted 3/29/2012

One of the most frustration situations I come across is when I walk into an existing user of Microsoft Dynamics GP only to find they are using Payables Management (PM) as a fancy check writer rather than a tool to manage payables. 
One of the most frustration situations I come across is when I walk into an existing user of Microsoft Dynamics GP only to find they are using Payables Management (PM) as a fancy check writer rather than a tool to manage payables.

I often wish I had a portable soap box to stand on when I say “enter all of your every day and you’ll reap all kinds of benefits!”

If you enter ALL invoices in PM every day, you can take advantage of tools. You can answer all of the following questions:
1) How much do we have outstanding right now?
2) What’s due through next week?
3) How much is past due?
and more…

This is what PM is all about. Bank Reconciliation can print a check, payables is designed to help you track invoices by vendor, update the GL of transactions from invoices and their payments, determine when an invoice is due and when it’s best to pay… Basically its a way to MANAGE your payables, hence the name Payables Management.

Did you know there is a report called Cash Requirements where you can enter a date and the system will show you all invoices due by that date with a total dollar amount?

Did you know the Cash Flow Module will look at PM and determine how much cash is due to flow out of the company by that due date?

Don’t do extra work, let PM help you!

Where does your cash go? See with Microsoft Dynamics GP

As a user, my business partner was always asking “Where does our cash go?” With the use of Smartlist, I was able to efficiently answer that question. To give him a year or month’s worth of data was basically the same as saying “I don’t know.” It’s too much information to process easily. So what did I do? 

Originally Posted 3/29/12

As a user, my business partner was always asking “Where does our cash go?” With the use of Smartlist, I was able to efficiently answer that question. To give him a year or month’s worth of data was basically the same as saying “I don’t know.” It’s too much information to process easily. So what did I do?

Continue reading “Where does your cash go? See with Microsoft Dynamics GP”

Import of Payroll to Microsoft Dynamics GP from Outside Payroll Service

This video shows how I suggest data be imported if you use an outside payroll service like ADP, Paychex, etc. I show an Import I setup Integration Manager and Microsoft Dynamics GP.

Originally Posted 3/21/12

This video shows how I suggest data be imported if you use an outside payroll service like ADP, Paychex, etc. I show an Import I setup Integration Manager and Microsoft Dynamics GP.

Continue reading “Import of Payroll to Microsoft Dynamics GP from Outside Payroll Service”

To Print or not to Print in Microsoft Dynamics GP

I get asked during every new implementation “which posting reports should I keep in Microsoft Dynamics GP?” If you ask which reports I keep, the answer is… None. 

Originally Posted March, 2012

I get asked during every new implementation “which posting reports should I keep in Microsoft Dynamics GP?” If you ask which reports I keep, the answer is… None.

Continue reading “To Print or not to Print in Microsoft Dynamics GP”

Microsoft Dynamics GP Bi-Weekly Payroll vs. Monthly Deductions

Using Microsoft Dynamics GP, if you do Bi-weekly payrolls, you pay employees 26 times a year.  If you have monthly deductions, like health insurance, you have a monthly amount for each employee to deduct.

Using Microsoft Dynamics GP, if you do Bi-weekly payrolls, you pay employees 26 times a year.  If you have monthly deductions, like health insurance, you have a monthly amount for each employee to deduct.

Posted 2012

Using Microsoft Dynamics GP, if you do Bi-weekly payrolls, you pay employees 26 times a year.  If you have monthly deductions, like health insurance, you have a monthly amount for each employee to deduct.

Problem? If you annualized the monthly deductions and divide by 26 and use that amount each pay period, than you’ll have great difficulty balancing your payroll accounts in the General Ledger. Also, if an employee leaves your company, it’s likely you’ll have to settle up for the difference in the deductions, which usually means the employee will owe you money.
How to fix it? Divide the monthly deduction amount by half and take out of each pay period for the first 2 pay periods of the month.
If a month has 3 pay periods, use a different “Build Payroll Check” ID and on the Deduction and Benefit button, use the Selected radio button and do not select those monthly deductions. This means a couple of pay periods during the year the employee will get more money which will make them happy. Also, you’ll be able to balance your General Ledger payroll accounts more easily! Its a win win!

Is your Dynamics GP GL Cash Balance Right?

We all know Reconciling our cash to the Bank is important, and if you are using the Microsoft Dynamics GP Bank Reconciliation Module… YOU’RE A HERO!

Originally Posted March 2012

We all know Reconciling our cash to the Bank is important, and if you are using the Microsoft Dynamics GP Bank Reconciliation Module… YOU’RE A HERO! But, it is equally important to make sure the sub-module of Bank Reconciliation (BR) balance the GL accounts for the cash in the General Ledger (GL.) Remember we can prove the BR balance, and the BR proof is the GL proof; so this is VERY IMPORTANT!

Continue reading “Is your Dynamics GP GL Cash Balance Right?”

Void a Microsoft Dynamics GP Invoice or enter a Return?

OK, let’s say you use Microsoft Dynamics GP Sales Order Processing (aka SOP, Advanced Invoicing) and you have a posted invoice that you want to void…. 

Originally Posted March 2012

OK, let’s say you use Microsoft Dynamics GP Sales Order Processing (aka SOP, Advanced Invoicing) and you have a posted invoice that you want to void….

Continue reading “Void a Microsoft Dynamics GP Invoice or enter a Return?”

Microsoft Dynamics GP GL Report for your CPA

Do you need to dump your General Ledger Transactions from Microsoft Dynamics GP into Microsoft Excel for your CPA, either for your annual audit or monthly?  This video shows you how to do just that.  We’ll useSmartList in GP and the Subtotal feature of Excel.

Originally Posted 2/20/12

Do you need to dump your General Ledger Transactions from Microsoft Dynamics GP into Microsoft Excel for your CPA, either for your annual audit or monthly?  This video shows you how to do just that.  We’ll useSmartList in GP and the Subtotal feature of Excel.

Continue reading “Microsoft Dynamics GP GL Report for your CPA”

Where’s the cash Account for this Microsoft Dynamics GP Cash Receipt?

Last week I was working at a client’s office helping entering receivables payments in Microsoft Dynamics GP. While entering I noticed that more often than not the cash account did not default. I realized that the customer card file had been set to pull the cash account from the customer instead of the checkbook.

Last week I was working at a client’s office helping entering receivables payments in Microsoft Dynamics GP. While entering I noticed that more often than not the cash account did not default. I realized that the customer card file had been set to pull the cash account from the customer instead of the checkbook.

Posted 2012

Last week I was working at a client’s office helping entering receivables payments in Microsoft Dynamics GP. While entering I noticed that more often than not the cash account did not default. I realized that the customer card file had been set to pull the cash account from the customer instead of the checkbook.
This is something I strongly advise against. If you use Bank Reconciliation to balance your checkbook, you could easily cause your balances to go out of balance if you do not pull the checkbook account from the checkbook ID rather than the customer ID.
In your Customer Maintenance Window, click on the Accounts button and at the top of the Customer Accounts Maintenance window you’ll see this option. (Note that you can look this up in mass using Smart List.)

ALWAYS USE THE GL ACCOUNTS FROM THEIR MASTER RECORDS TO HELP KEEP SUB-MODULES BALANCED TO THE GENERAL LEDGER!

(Belinda-ism)

 

What the Date (in Microsoft Dynamics GP)????

When you void a Microsoft Dynamics GP Payables check or transaction and you just click the box then the void button you’ll be voiding in the GL and in Payables the same date the transaction was originally posted. This may or may not work for you.

When you void a Microsoft Dynamics GP Payables check or transaction and you just click the box then the void button you’ll be voiding in the GL and in Payables the same date the transaction was originally posted. This may or may not work for you.

Posted in 2012

When you void a Microsoft Dynamics GP Payables check or transaction and you just click the box then the void button you’ll be voiding in the GL and in Payables the same date the transaction was originally posted. This may or may not work for you.

Continue reading “What the Date (in Microsoft Dynamics GP)????”